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Association Administrative Coordinator

2 months ago

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Job Summary:

Elevanta, an Atlanta-area AMCI-accredited association management company, manages several franchisee associations made up of franchise owners from multiple national brands (Burger King, Buffalo Wild Wings, QDOBA, Zaxby's, Meineke, Supercuts and more). Elevanta provides a variety of association management services including event management, publications, digital communications, government relations and a unique suite of member services. In particular is our state-of-the art self-funded employee benefits program. We are searching for an inquisitive and motivated professional who thrives on exposure to new and exciting opportunities. With the diversity of our organization and service offerings, this position could lead into a long-term career with a growing and unique company


The Association Administrative Coordinator performs administrative duties for multiple departments including Association Management, Communications, Meetings and Events and Vendor Sales. This position will also provide administrative services for various Elevanta client groups including Boards, and committees under management by Elevanta.


Job Duties:

  • High level administrative support using MS Office programs
  • Arrange conference calls for respective departments, including Board, officer and/or committee calls as assigned
  • Serve as recording secretary and take minutes for Board and committee meetings as assigned
  • Assist in the managing the tracking system for all vendor sales
  • Ensure company files are maintained electronically on server(s) by company and archive historical files as needed
  • Respond to inquiries on own initiative and respond to correspondence when appropriate
  • Develop list of administrative priorities with each department head
  • Manage vendors after a sale is closed and ensure their ads are received for publications, logos for sponsorships, etc.
  • Ensure all vendors registered as exhibitors have finalized all registration processes including reserving hotel rooms
  • Act as liaison to boards and committees as assigned
  • Maintain confidentiality on all matters
  • Document board action items, track and assures follow-up by appropriate person(s), and ticklers for due dates
  • Track all internal projects as assigned
  • Provide research, analysis, and support for special projects and prepare presentations
  • Serve as the intermediary between the Association Managment, Communications, Vendor Sales and Meetings departments on all convention related projects. This role will ensure all processes are followed and nothing falls through the cracks.
  • Prepare purchase orders in a timely fashion
  • Enter vendor and member updates in association management software, MemberNation
  • Create and maintain files on vendor prospects, meeting and event ideas, sponsorship ideas, printing proposals, convention give-a-ways, fulfillment of sponsorship items, etc., presentations, project consultants, project participants, project files, organizational files and staff duties, and current/follow-up correspondence
  • Serve as project team manager when assigned
  • Maintain and prepare expense report file of receipts and match with appropriate invoices/credit card bills for review and signature then forward to accounting for reimbursement
  • Track and manage Board and Committee terms of office
  • All other duties and functions as assigned


QUALIFICATIONS/REQUIRED SKILLS

  • College degree preferred
  • Three (3) years related experience as Administrative Assistant to an executive, multiple department heads or any equivalent combination of education and experience.
  • Experience as recording Secretary and taking meeting minutes required.
  • Considerable knowledge and experience managing responsibilities of an executive, office practices and procedures, and perform with independent judgment
  • Advanced knowledge of MS Office software and project management software
  • Considerable knowledge of grammar, punctuation, and spelling to edit and perform major proposals, reports, and correspondence
  • Must be able to multi-task and manage workload from multiple department heads
  • Ability to organize and distribute work, prioritize tasks and meet deadlines
  • Ability to identify problems, research alternatives and resolve them
  • Can handle sensitive information with the highest degree of integrity and confidentiality. Trustworthiness is at a premium for this position.
  • Experience with Salesforce is a plus.

TRAVEL

  • Travel up to 15% is required in this position.