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Raybourn Group International Membership and Meetings Coordinator

Raybourn Group International (RGI) is seeking a full-time membership and meetings coordinator to join our Indianapolis office.

RGI is an AMC Institute Accredited Association Management Company. We provide outsourced association management, event planning and consulting services for dozens of nonprofits, trade associations and professional societies. We provide a number of services for our clients, including strategic planning, financial management, executive management, membership development, marketing/public relations, publications and social media, educational/professional development, and meeting/event planning, among others.

RGI has been named as Best Places to Work in Indiana in 2021 and 2022.

This position requires in-office work so fully remote staff will not be considered. Flexible work options such as telecommuting a couple of days a week may be discussed after the initial training timeframe.

Member Services Responsibilities:

• Provide one-on-one support for members contacting the association via phone or email.
• Welcome new members by facilitating a seamless join process and orientation.
• Maintain and reconcile member information in association databases.
• Process association revenue received via check and online payments and follow up on past-due accounts.
• Invoice for association products and services.
• Coordinate the payment of association bills.
• Provide support for association programs including coordinating mailings, sending email communications, and tracking program information.
• Provide support for board meetings including scheduling conference calls or meeting space, and preparing materials as appropriate.

RGI Meeting and Events Responsibilities:

This position assists multiple associations with planning various conferences and events. Tasks include but are not limited to:

• Plan event logistics including site search and recommendations, food and beverage, overnight accommodations, and audio-visual orders.
• Work with volunteers to ensure timely selection of program content and speakers.
• Coordinate all aspects of registration including setting up the registration system, following up with unpaid registrations, and handling exhibitor/sponsor/speaker/comp registrations.
• Compile event invoices, speaker honorariums, travel expenses, etc. for processing.
• Prepare event materials (attendee lists, badges, registration packets, etc.).
• Assist with speaker, sponsor, and exhibitor arrangements including agreements, materials, compensation, confirmations, and recognition.
• Support communications staff with pre-and post-event communications (surveys, confirmations, etc.).
• Attend events and oversee set-up, on-site registration and on-site logistics.

KNOWLEDGE AND SKILL REQUIREMENTS:

Applicant should demonstrate the ability to coordinate all phases of member service and events, and have:

• Ability to deliver excellent, solution-focused customer service via email, in person, and on the phone.
• Ability to develop and maintain a professional, effective, and collaborative relationship with staff and members.
• Willingness to continually learn new things, as well as understand and master processes.
• Ability to communicate effectively with staff and members.
• Strong attention to detail and data accuracy.
• Ability to stay organized, track and prioritize tasks, manage distractions, and complete work in a timely and effective manner.
• Initiative to take on projects on your own and foresee potential problems and tasks.
• Ability to produce professional documents using Microsoft Office programs especially Outlook, Word and Excel.
• Bachelor’s degree or equivalent; or 3 years related experience and/or training; or equivalent combination of education and experience in meeting planning.

Ideal candidate would also have:

• Experience in managing a conference or convention.
• Experience in volunteer management.

 For more information about Raybourn Group International visit www.raybourn.com.

 TO APPLY:

To apply, send a resume and salary requirements through this portal. Please, no phone calls.

Raybourn Group International is an equal opportunity employer (EOE/M/D/V) and embraces diversity within our team and is an inclusive work environment. Review RGI’s Diversity Equity and Inclusion Philosophy.