Administrative Assistant

Are you a dependable, highly detail-oriented professional who thrives in a supportive role? Do you take pride in accuracy, organization, and being the go-to person who keeps things running smoothly behind the scenes?

The Federation of State Massage Therapy Boards (FSMTB) is seeking a meticulous, organized, and proactive Administrative Assistant to join our team. This role is essential in ensuring the seamless day-to-day operations of the organization and will provide vital support across departments. Your ability to notice the small things, follow through carefully, and produce polished, error-free work will directly contribute to our success.

This is a great opportunity for someone who values working in a mission-driven environment where professionalism, reliability, collaboration, and strong attention to detail are key.

Primary Responsibilities

• Provide comprehensive administrative support to the organization with a strong focus on accuracy and follow-through
• Professionally, calmly, and courteously respond to callers—including individuals who may speak English as a second language
• Manage multiple tasks and assignments simultaneously while maintaining the highest level of confidentiality
• Prepare interoffice and external correspondence in final, proofread, and error-free form
• Schedule and provide support for meetings, conferences, and travel arrangements with careful attention to logistics and details
• Assemble, maintain, and update files—many of which contain highly confidential and sensitive information—ensuring consistent organization and completeness
• Review, organize, and accurately code expense reports and invoices in accordance with organizational policy
• Produce materials for the executive team that reflect professionalism and polished presentation
• Provide additional administrative support to various departments as assigned
• Accurately process incoming mail and deliveries in a timely manner
• Provide logistical support for external relations efforts, including detailed meeting preparation
• Maintain organized, complete, and secure office files with consistent filing protocols
• Communicate effectively with stakeholders through professional, well-written email correspondence
• Monitor and manage office supplies and maintain shared work areas in an orderly state
• Accurately fulfill publication orders and coordinate shipping logistics with precision
• Handle sensitive and confidential information with discretion and professionalism
• Support FSMTB programs and departments with consistency, clarity, and thoroughness
• Demonstrate fluency with Microsoft Office and comfort with digital systems to ensure clean, accurate documentation

What We’re Looking For

• Exceptional attention to detail and a high degree of accuracy in all work produced
• Excellent customer service and communication skills (written and verbal)
• Consistently demonstrated professionalism, courtesy, and diplomacy
• Strong organizational skills; able to manage multiple priorities and interruptions gracefully
• Ability to remain calm and composed when assisting confused or frustrated individuals
• Strong collaboration skills and a professional, positive demeanor
• Self-starter who accepts supervision and constructive feedback
• Good judgment and ability to handle confidential information appropriately
• Comfortable lifting up to 30 lbs and managing physical office needs
• Confident phone presence with clear speaking and listening skills

Helpful Skills & Experience

• Prior customer service and office administration experience
• Ability to interact professionally with board members, volunteers, and external partners
• Adaptable and able to respond to shifting priorities with a positive attitude
• Bachelor’s degree preferred

About FSMTB

The Federation of State Massage Therapy Boards (FSMTB) is a 501(c)(3) nonprofit organization. Our mission is to support our member boards in their work to ensure the public is protected by safe and competent massage therapy professionals. All revenue supports FSMTB programs and services—including the Massage & Bodywork Licensing Examination (MBLEx)—to advance the quality and consistency of massage therapy regulation across the U.S.

If you’re excited to contribute your skills in a meaningful way and be part of a collaborative, purpose-driven team, we want to hear from you!

To Apply:

Please submit your resume, salary requirements, and a letter of interest to hr@fsmtb.org. Be sure to include “Administrative Assistant” in the subject line of your application.