Job Listing


Chapter Assistant, Philadelphia Chapter 

July 26, 2010 

Philadelphia, PA


We are seeking a qualified individual to assist the Project Manager in all functions for the Philadelphia Chapter. 

Responsibilities include:

Assistant to Project Manager Responsibilities:
  • Schedule all travel
  • Schedule appointments and maintain calendar
  • Prepare and submit expense reports
  • Correspondence - phone, mail, etc.
  • Create letters, invitations, spreadsheets, and mailings as directed
Administrative Responsibilities:
  • Coordinate facility maintenance, i.e., office and equipment repairs, cleaning, etc.
  • Schedule use of boardroom
  • Order and maintain office supplies, including Academy print materials
  • Handle logistics for all in-house entertaining, i.e., catering for board meetings, etc.
  • Pouch - i.e., preparation and dissemination of invoices and all materials coming and going through pouch
  • Manage and reconcile petty cash
  • Coordinate arrangement for convention/conference participation
  • Order booth/materials as needed
Membership Responsibilities:
  • Maintain databases (OnContact, prospects, press, VIP, etc.)
  • Process all applications
  • Handle logistics for all membership functions, i.e., committee meetings, general membership meetings, etc.
  • Handle all recruiting and retention mailings
  • Assist in development of recruiting and retention strategies and timelines
  • Membership correspondence – new member mailings, response to member questions, requests, etc.
  • Staff membership booth at trade shows and events, as scheduled
Board Responsibilities:
  • Handle all meeting logistics for board meetings including minutes
  • General correspondence with board, i.e., notification of meetings, collection of bios, etc.
Event Responsibilities (as directed, but may include):
  • Communicating with vendors for equipment
  • Venue logistics
  • Drafting and/or proofing print materials - invitations, press releases, emails, ads, program books, recaps, website info, etc.
  • Staffing event, i.e., registration table, etc.
  • Certificates of Insurance for events
  • RSVPs
Other Responsibilities:
  • Assist with newsletter as needed
  • Schedule and prepare for Craft Committee meetings
  • Other responsibilities as assigned
  • Assist with maintenance of GRAMMY365 website as directed
  • Supervise and train Interns, Student Representatives, and temporary assistants
Qualifications include: 
  • Bachelors Degree preferred.
  • 1 - 3 years related experience.
  • Proficiency in MS Office. Experience with HTML and Adobe Photoshop preferred.
  • Ability to work under pressure of tight deadlines with attention to detail.
  • Strong verbal and written communication skills.
Please email your resume & cover letter to: No direct calls.