The Executive Office Coordinator reports directly to the Executive Director. This individual shall directly support the Executive Director in all Board and Executive Committee governance issues and prepare briefing materials for in-person, zoom meetings and conference calls. Coordinator supports most staff; manages day to day office operations; and provides administrative support to all business areas of the organization including Finance, Membership, Communications, Meetings and Sponsor Relations. Position provides on-site support during 3 national meetings held in March, June, and October in locations across the U.S. and Canada. The coordinator is an exempt position.
What you’ll own:
Serve as the “right-hand” person to the Executive Director, maintaining confidentiality at all times.
Serve as main point of contact on phone. Answer general questions regarding finding a lawyer, navigating the website, meetings related questions, online member login, registration assistance, cancelations, and call transfers
Mailing of materials for customer orders and meetings as they arise
Document development, including maintaining paper and electronic files, updating databases, and data entry.
Manage reference and historical files, including those to be sent to long term storage.
Organizing office operations, procedures, and supplies for effective management of the office supplies budget
Controlling correspondence between office supply and appliance vendors for office needs
Coordinate repairs or other services as needed as they arise in the office
Be main contact between the building management and office
Support the Regents, past Presidents and the Executive Committee in meeting preparations including Board briefing materials, minutes, as well as related communications and follow-up
Assemble and electronically prepares briefing materials for Committees staffed by the Executive Director
Manage, maintain, and distribute meeting minutes, agendas, background materials and other meeting resources for Board of Regents, Executive Committee, Foundation, and the Foundation Committees.
Coordinate and process membership statistical information for regional meetings to be sent to Officers.
Prepare documents for edits by the Executive Director before and after each national meeting or conference call
Under the direction of the Executive Director, updates Bylaw changes and drafts Board resolutions to effect bylaw changes as needed
Manage calendar and has weekly meetings with Executive Director to give general office updates and updates on meeting material timeline
Process monthly receipts and expenses on Executive Director’s corporate card for review and approval
Review and edit of print materials, website feedback, and emails as well as supports work on weekly podcasts.
Support the Controller in managing timesheets from the staff for final approval by the Executive Director
Track employee time off for posting on all staff access Basecamp
Maintain employee contact sheet, birthday calendar, and emergency contact information
Organize celebratory events for the office staff including birthday lunches, holiday party, and other special occasions as they arise
Design and implement with Executive Director, office policies by using the Employee Handbook
Communicate office updates to staff including building updates, staff updates, renovations, and reminders on timesheets
Act as backup to Meetings Coordinator by creating weekly reports, updating Netforum meetings, pulling and refining data, creating templates and documents such as onsite handouts and paper registration forms
Manage waitlists for national meetings (as needed) and coordinating with hotel contact regarding room reservations
For National and Regional Meetings: Assists in the production, assembly and shipment of meetings materials. This includes but is not limited to: preparing registration name badges, sponsor listings and reports, stuffing registration packets and other meeting related materials. Supports developing site visit information including but not limited to option sheet preparation, research for venues and events and other meetings support directed by meetings team members.
For National Meetings: Acts as key contact on site for sponsor representatives; including, sponsor table set-up, distribution to sponsor of materials sent for sponsor exhibits, ongoing sponsor relationship management and troubleshooting. Coordinates shipping and receiving for National Meetings to and from the Office Provides support including pre and onsite registration assistance. Will include travel and weekend commitments.
Sponsor Relations Manager:
Aide in sponsor outreach and contact updates
Review sponsor documents to be distributed to Fellows
Act as sponsor contact onsite if Sponsor Relations Manager is unavailable
Membership & Foundation Director:
Material distribution by the Foundation such as Commentaries to Newly Elected Fellows and Belcher Law Journal to the Dennis I. Belcher Young Leaders
Certified mailings of final membership renewal notices
What you’ll do well:
Perform a variety of complex and routine tasks, delivering quality products
Maintain professional office
Maintain member data management through query reporting in NetForum Pro Association Management System and replacement systems Impexium. Ensure accurate and timely information
Act as special assistant to the Executive Director and Board.
Support Human Resources
Support the Meetings team
Support Sponsor Relations Manager
Support Membership & Foundation Director
Coordinate with other departments on getting approval for purchases from the Executive Director and managing purchases
Periodically audit processes and coordinate meetings to discuss updates if needed
What you’ll get out of it:
Autonomy to grow your career
Opportunity to innovate business processes and influence organizational strategy
What you’ll bring to the job:
Proven experience in organizational governance support functions, most notably Board of Directors and Board level Committees.
Strong interpersonal skills-ability to establish credibility and to interact productively with internal and external audiences.
Demonstrated proficiency in computer technology including applications for project and data management and electronic calendars (Windows, Microsoft Word, Excel, PowerPoint and Outlook required). Expertise with Association Management Systems and Microsoft Suite of software products required. Website and internet-based aptitude and experience required.
Experience in creating and maintaining databases, desirable.
Judgment in practical matters and critical decisions, choosing wisely after contemplating various courses of action.
Maturity and confidentiality, as befitting a key member of Executive Director’s staff.
Strong written (including proofreading and editing) and oral communication skills.
Keen attention to detail and a track record of producing accurate, high-quality work.
Excellent organizational and project management skills, and the ability to routinely juggle multiple competing priorities, and create and maintain files, recording systems and communication protocols across multiple projects.
Ability to act independently and take initiative.
Be able to exhibit critical thinking, evaluating and interpreting information for the preparation of materials.
Professionalism and able to develop good relationships.
Able to work with appropriate sense of urgency and determine priorities.
Identify opportunities to achieve cost and organizational efficiencies and improve business processes.
Collegial and collaborative style.
Highly professional demeanor.
A Bachelor's degree and/or skills associated with the completion of a degree required and a minimum of seven years of relevant experience, preferably assisting an executive or management at high levels of an organization.