Chapter Assistant

Position: Chapter Assistant

Reports to: Buffalo Niagara Chapter President and Board of Directors

Organizational Background

PRSA is the world’s largest organization for public relations professionals with more than 22,000 members globally. PRSA is responsible for representing, educating, setting standards of excellence and upholding principles of ethics for its members.

PRSA helps to advance public relations professionals by offering professional development opportunities through its programming, networking events and other information exchange forums.

Founded in 1963, the Buffalo Niagara Chapter has nearly 160 members representing all areas of business and industry, including corporate, nonprofit, government, counseling firms, educational institutions and professional service firms.


Chapter Assistant will provide administrative support, program management, electronic communication and database management. The ideal candidate would have great attention to detail, an ability to work independently, experience working with volunteers and committees.

The incumbent is the public face of PRSA Buffalo Niagara and, as such, the first impression that virtually all members and prospective members have with the chapter. He or she must always be professional, cheerful and a competent problem solver who can help our constituents find solutions to a range of issues, from logging in to the website, to renewing membership, to paying a past-due program invoice.

Essential Job Functions and Duties

  1.       Administrative Support
  • Read and respond to email messages on a regular basis. Forward any specific email messages regarding chapter operations to the appropriate board member.
  • Pick up chapter mail on a regular basis. Read, review and respond to mail accordingly. Forward any specific mail or requests to the appropriate board member.
  • Listen and respond to any voice mail messages on a regular basis. Forward any specific messages to the appropriate board member.
  • Be in contact with Treasurer to forward checks and discuss outstanding fees.
  • Various administrative tasks will be required for Chapter Committees.
  • Liaison with PRSA National on membership and general information.
  • Maintain office supplies and bring promotional materials and signage to events and programs, as needed. 
  1.       Program Management which includes the following activities:
  • Take registrations via email, online, phone or mail.
  • Receive check and cash payments. Forward to the Treasurer in a timely fashion.
  • Prepare registration list and forward to Program Co-Chairs and appropriate volunteers working on each specific program.
  • Prepare name tags for members and guests.
  • Staff the registration table to greet attendees, distribute name tags, take payments and assist with any questions.
  • Reconcile registration list after each program to indicate outstanding fees owed, no-shows and payments from onsite. Forward final registration list to Program Co-Chairs and Treasurer.
  • Prepare and email invoices to attendees that owe program fees and if necessary, follow up with unpaid statements.
  • Maintain supply of gifts for program speakers and bring to programs upon request.
  1. Work with Excalibur Committee to coordinate Annual Excalibur Awards Celebration, which includes the following activities:
  • Coordinate master list for all mailings related to the Excalibur Awards including: call for entries and invitations.
  • Take registrations via email, phone or mail; act as central contact for registration and general inquiries.
  • Send out invoices to sponsors and individuals as needed.
  • Obtain registration supplies.
  • Prepare list of attendees for committee preparation of table arrangements.
  • Prepare name badges.
  • Staff the registration table to greet guests, take payments and general direction for the event.
  • Assist Scholarship Committee with credit card payments for silent auction.
  • Reconcile registration list after event to indicate outstanding fees owed, no-shows and payments from onsite. Forward list to Excalibur Committee Co-Chairs and Treasurer.
  • Prepare and send invoices to unpaid registrants.
  1.       Work with Membership Committee on the following activities:
  • Prepare monthly membership report on new, reinstated, current and lapsing members.
  • Meet with Membership Committee on a monthly basis to review report and discuss prospective members.
  • Assist with networking events held for members only.
  • Liaison with PRSA National on membership promotions and specific membership issues.
  1.       Database and Website Management
  • Maintain current mailing and email addresses for members and non-members in database and online directory.
  • Update current membership status, join and renewal dates in database and online directory.
  • Coordinate job posting announcements with E-Communication Committee. Process check and online payments for job postings. Prepare and mail statements as required.

Experience Required

  •          Three to five years’ experience in clerical support position.
  •          Proficiency with Word and Excel.
  •          Knowledge in updating and maintaining databases preferably FileMaker Pro.

Scope of Hours and Compensation

Competitive hourly rate will be commensurate with experience. It is anticipated that the Chapter Assistant will work 15-20 hours a month with varying hours each week.


This is a contracted position. The Chapter Assistant will not be an employee of the organization. There is no physical office for PRSA Buffalo Niagara and, while some administrative duties can be completed from the incumbent’s home, he or she will be expected to attend certain programs, events and meetings and must have his or her own transportation. The Chapter Assistant will use his or her own computer equipment.

The Chapter Assistant will receive a complimentary Administrative Membership to facilitate management of the Chapter’s membership information. This Administrative Membership allows access to the MyPRSA and grants special administrative rights that allow access to PRSA National member records of the Chapter.


To apply, submit a cover letter and resume by March 24, 2017, to