Cattle Association Administrative Assistant

Position Summary

The Administrative Assistant supports the day-to-day operations of the American Murray Grey Association, helping process registry work, respond to members, and keep office systems running smoothly. This is a support role with room to grow into design, outreach, and systems work as skills develop. Experience with pedigree software preferred, specifically ABRI.  

Order Processing & Registry Administration

• Monitor the AMGA inbox and mail for new registration, transfer, and membership orders
• Organize and file submitted documents
• Review submissions for accuracy and follow up with members on errors or missing information
• Enter registration and transfer data into the association's registry database
• Generate, print, and mail registration certificates
• Keep the order and invoice tracking log current
• Coordinate with the Treasurer on invoicing and payment follow-up
• Process and deposit checks as directed by the Treasurer

Member Communications & Support

• Respond to general member inquiries by email, text, and phone
• Prepare and mail welcome letters and materials for new members
• Coordinate gift memberships
• Assist with bulk member mail-outs such as renewals and ballots

Records & Data Management

• Maintain the membership spreadsheet and Member Directory
• Maintain member email lists
• File original paperwork for processed work orders
• Maintain records for genetic conditions, AI sires, and embryo donors
• Maintain an archive of official documents

Systems & Administrative Support

• Monitor recurring association subscriptions and services
• Maintain the association calendar
• Provide updated content to the website administrator
• Update registry forms as needed
• Support use of project management tools for order and subcommittee tracking

Outreach, Design & Communications

• Support social media updates
• Assist with graphic design for forms, materials, and announcements
• Support show and event promotion
• Assist with newsletter writing and distribution

Board & Governance Support

• Prepare and send meeting invitations for the Board
• Assist with formatting proposals and policy documents

Skills & Qualifications

• Strong attention to detail, particularly with data entry
• Comfortable communicating directly with members
• Organized and able to manage multiple tasks and deadlines
• Comfortable learning new software systems
• Experience with Microsoft Office and general project management tools (e.g., Trello or comparable) is a plus
• Interest in graphic design or social media a plus
• Prior experience with livestock registries or membership organizations a plus, but not required

Growth Opportunities

Not required at hire, but reflect the direction this role can grow based on interest and ability.

• Expanded graphic design responsibilities
• Direct registry database access and training
• Greater ownership of project management and subcommittee tracking
• Additional responsibilities depending on candidate abilities and interests