Serves as support to designated Chief Staff Executives in the coordination of smaller meetings and association management projects for designated PIAM clients.
Association Management Duties and Responsibilities
Serve as a project manager to ensure specific association strategic planning objectives are implemented as intended.
Serve in the phone back up rotation.
Serves as a key contact to volunteer leadership committees and the board of directors of designated associations.
Responds to inquiries and resolves issues on behalf of designated associations
Recommends improvements for format and content of association publications.
Organize board and committee conference calls as needed.
Assist with recording and distribution of minutes of teleconference board meetings.
Develop board agendas in cooperation with Chief Staff Executive(s) and coordinate materials for distribution at board meetings.
Assist with preparation of fax or email broadcasts and other materials to update members on legislative actions or other necessary communiques.
Assist with collection of editorial content for designated client print newsletters.
Serve as a resource to ensure up to date content on designated association websites.
Field calls from members and interested members of the public for designated client associations.
Respond to member inquiries regarding statutory or regulatory concerns
Assist with awards programs.
Assist with the election process for officers and directors for designated associations.
Develop and/or maintain a Policies and Procedures handbook for board and committee members.
Assist with coding of client payables.
Coordination and posting of social media content.
Coordination, editing and disseminating e-newsletters.
Small Meeting (CE Workshops, Seminars, Webinars) Planning Duties and Responsibilities
Proof meeting registrations for quality control after they have been input into the client databases by the Members Services Department.
Prepares and updates confirmation letters and attachments (if necessary) for mailing by the Member Services Department.
Ensures that the Member Services Department has the current Meetings Dept. calendar of events, all current registration brochures, data entry instructions and confirmation instructions.
Ensures that all registrants have name badges for meetings/conferences. This includes setting up the name badge templates, running the badges and proofing.
Assist in marketing efforts for all client meetings (preparing and/or proofing of fax blasts, email blasts, marketing brochures, registration brochures, etc.).
Assist in preparing registration packets for assimilation. This includes preparing the packet label template, running packet labels, proofing all handouts, ensuring all handout copies are made, and preparing detailed instructions for the Member Services Team on compiling the packets.
Assist in speaker correspondence. This includes ensuring that all relevant speaker information is obtained (including speaker bio, speaker headshot, AV needs, travel needs, etc.) and that all relevant speaker information is distributed.
Assist in sponsor correspondence. This includes ensuring that all relevant sponsor information is obtained, that all relevant information is distributed to sponsors and assistance with sponsor marketing.
Assist in exhibitor correspondence. This includes ensuring that all relevant exhibitor information is obtained, that all relevant information is distributed to the exhibitor and assistance in exhibitor marketing.
Assist in preparation list of signs/banners needed for meetings/conference, working with designer to design and proof appropriate signs/banners, and ordering signs/banners.
Assist in meeting/conference evaluation design and summary calculations;
Assist in preparing attendee online surveys and summary calculations as needed;
Maintain Meetings Dept supply cabinet for assigned clients. This includes keep relevant supplies stocked for each client meeting, keeping the supply cabinet neat and organized, and ordering necessary supplies.
Assist in answering questions relating to registrations, hotel information, function information, program information, travel arrangements, date & times and payment of all meetings handled by the department.
Administers and coordinates projects on regular schedule and as directed by Department Manager.
Is available for pre, onsite and post meeting projects, may require flexible schedule
Knowledge, Skills and Abilities Expected:
Knowledge of standard office procedures and equipment.
Skill in using various computer applications, including Microsoft Word, Excel, Access and Outlook.
Ability to manage and prioritize multiple tasks.
Ability to pay attention to detail and proof necessary documents.
Ability to follow oral and written instructions.
Ability to communicate effectively with various personalities, both orally and in writing.
Ability to establish and maintain effective working relationships with department heads, managers, employees, members and vendors.
Additional Salary Information: Hours:Total of 38 hours per week, with at least a 30 minute lunch break
Hours may range from:
Monday – Thursday: 8:00 a.m. – 6:00 p.m.
Friday: 8:00 a.m. – 3:00 p.m.
Paid Holidays, Vacation Days, Discretionary Days, Competitive Benefits including CHP, 401K program
About Partners in Association Management, Inc.
Partners in Association Management is an accredited association management company headquartered in Tallahassee, Florida. Partners provides full service strategic and operational management to non-profit associations as well as individualized consulting services including: strategic planning, board governance training, event management, certification program development and more.
It has been named as a Best Company to Work for by Florida Trend Magazine for seven times since 2011.
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