Association Admin Assistant

Job description

Mission

We understand the inherent challenges and conventional wisdom surrounding volunteer leadership, and we've made it ‎our mission to help volunteer boards create transformational change.‎

General Purpose of the Position

Following Kellen Best Practices, the Account Coordinator provides general and administrative support and coordination ‎in support of the account team's management of two to three association clients. Additionally supports Kellen internal ‎operations, as needed. ‎Due to the nature of the business we conduct at Kellen, a COVID-19 vaccination is required for employment.

Essential Functions

General Administrative Support

• Works closely with staff and business unit leaders and teams to coordinate activities, such as vendor payables ‎and receivables, travel, schedules, events, manage team calendars and distribute in-coming and outgoing mail ‎and shipments.‎

• Coordinates website content and works with Kellen Interactive and other Client Team members to keep site(s) ‎updated.‎

Communications and Membership Support

• Acts as primary point of contact for clients.‎

• Maintains member databases and files, ensuring accuracy, and executes mailings. ‎

• Drafts, edits, and proof-reads a variety of association communications. ‎

• Responds to phone and email inquiries from members and prospective members about specific and general ‎association inquiries.‎

• Updates website content as needed.‎

• Drafts, edits and posts to social media accounts.‎

• Coordinates dues billing with Accounting and follows up with members as appropriate.‎

• Tracks inventory and distributes material as needed.‎

• Stays well informed about members/member and member organizations. ‎

Conference and Event Management

• Assist in all facets of meeting planning; works with client to assist in speaker management, sponsorship, ‎exhibits, event registrations (online and onsite), and other logistics for events and conferences.‎

Committee Coordination

• Interfaces with Committee leadership via phone, email, and in person. ‎

• Provides support to client committees, including notices, scheduling, agendas, minutes and project management ‎to enable them to execute their missions and objectives.‎

Other duties that align with the mission and vision of the company.‎

Qualifications ‎

• College degree or equivalent work experience plus 0-2 years' experience working in a related capacity. ‎Experience working within a professional society or association highly desired. ‎

• Strong verbal and written communications skills to interact with internal and external stakeholders using a ‎variety of methods.‎

• Creative and strategic thinker with the ability to set priorities based on customer (internal and external) needs ‎and organizational priorities and preferences, and develop solutions to client challenges.‎

• Effective interpersonal and customer service skills to establish and maintain relationships and interact with ‎internal and external customers at all levels.‎

• Self-motivated team player who is accountable for initiating and managing projects through to completion with a ‎minimum of management direction.‎

• Computer proficiency with a variety of office applications (Word, Excel, PowerPoint, etc.) and agility to learn ‎new software packages as needed. ‎

• Effective time management and organizational skills with the ability to prioritize, re-prioritize and juggle ‎multiple priorities at any given time to meet stated deadlines. ‎

• Ability to handle confidential and sensitive information with poise, tact and diplomacy.‎

• Growth and learning mindset to stay abreast of industry trends and assimilate new job-related information ‎appropriately.‎

• Ability to maintain a professional demeanor and appearance at all times.‎

• Ability to occasionally work evenings and/or weekends for meetings, events and conferences. ‎

• Experience working with and motivating a volunteer workforce desired. ‎

Supervision Exercised

None

Physical Demands

This job operates in an office environment. The physical demands described here are representative of those that must ‎be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be ‎made to enable individuals with disabilities to perform the essential functions.‎

• This role routinely uses standard office equipment such as computers, telephones, photocopiers, filing cabinets ‎and fax machines. ‎

• This is largely a sedentary role; however, some filing is required; this would require the ability to lift files, open ‎filing cabinets and bend or stand as necessary.‎

• This position requires frequent verbal, written, and interpersonal communication skills

• This position requires basic math skills to calculate formulas, commissions, discounts, etc. ‎

• Must be able to lift up to 20 pounds. ‎

Travel Requirements

Travel may be necessary, up to 5% of the time and may be by travel by air, car, rail. ‎

Kellen does not discriminate against any employee or applicant on the basis of age, ancestry, color, family or ‎medical care leave, gender identity or expression, genetic information, marital status, medical condition, national ‎origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including ‎pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances. ‎We adhere to these principles in all aspects of employment, including recruitment, hiring, training, compensation, ‎promotion, benefits, social and recreational programs, and discipline. In addition, it is the policy of Kellen to provide ‎reasonable accommodation to qualified employees who have protected disabilities to the extent required by ‎applicable laws, regulations and ordinances where a particular employee works.‎