The Assistant to the Director is responsible for assisting in the overall daily operational and administrative functions of all aspects of the Association. The Assistant to the Director reports to the Executive Director.
This is a part time position (approximately 20 hours) with flexible hours. During the year there are currently four nighttime dinner meetings, six day-long conferences or seminars, and one two-day annual conference, all of which require staff presence. Hotel stay the night before the day-long conferences is negotiable. Hotel stay for the annual conference is required for two nights.
Event Planning • Assist in the planning of all events (four dinner meetings, four one-day conferences, two seminars, two special events, three young professional events, and one two-day joint conference and exposition) including • Site selection • Timing so that it does not conflict with other associations’ events • Menu planning • Price negotiation • Arrange all details for speakers including timing and audio visual needs. • Prepare programs and coordinate printing when needed • Compile materials in preparation for registrants • Collect registration fees • Budgeting
• Assist in the maintaining of membership and dues records. Send yearly dues renewal invoices. • Assist in the maintaining of an accurate database (3000 records) of members and interested parties • Attend Board of Directors meetings and Executive Committee meetings. • Assist in maintaining records of committees and their membership. • Maintain website. Keep website current by updating the calendar, membership information, committee information and meeting presentations and all other content. • Assist in setting up yearly BOD election process – nominations, ballots, determination of the board.
• Set up and send all mailings advertising events, requesting sponsorship, and members only newsletter. • Assist in the development and coordination of one two-day joint conference and trade show with CPES per year. Set up event, coordinate exhibitors, sponsors and speakers. Provide contents of brochure to our graphics person. • Assist in the development of marketing materials. • Answer phones and field all questions and requests. • Other duties as needed or requested. • Handle and maintain confidential information • Utilize social media to promote membership and events
• Meeting planning experience preferred • Computer proficiency: Word, Excel and good aptitude to learn the association software - YourMembership, WordPress (annual conference website) – WordPress; social media (twitter, LinkedIn, etc.) • Excellent written and oral communication skills • Strong attention to detail • Bookkeeping experience with Quickbooks • Marketing experience preferred • Office administration experience • Knowledge of and proficiency in using Social Media
Additional Salary Information: Commensurate with experience.