In an Program Manager/Executive Assistant hybrid role, provided
a variety of program, project, committee, and administrative management and support
to the Association and advised Association Director in implementing policies
and plans to meet the Association's short and long term goals.
Conducted routine and sensitive correspondence with Association
Membership, State officials, Legislative & Congressional representatives,
vendors, consultants, and stakeholders.
Executive Assistant Functions:?
-
Manage calendars of Association and
Executive Directors
- Review and edit/proof routine
correspondence, presentations, white papers, and newsletter articles prior to distribution
- Arrange travel
as needed for Directors, Board Members, and meeting participant
- Prepare expense reimbursements on behalf of Directors
-
Coordinate staff meetings
-
Coordinate, manage, and attend Board,
committee, and task force activities; Plan and attend annual Board Retreat
- Coordinate meetings with State
agencies and government officials (State-level and Congressional) and prepare all
meeting materials
- Coordinate and moderate conference calls, trainings, and webinars
-
For all meetings and calls, take minutes and submit drafts to Program
Director; distribute when final
-
Compile and assemble meeting materials, attend meetings,
provide administrative support, produce meeting agendas, minutes, and
evaluation summaries
- spacer
- Maintain/update information on the
Association website, including legislative reports
- MOVE TO COMS: Consult with contract
lobbyist to support the posting and distribution of legislative communications
- Manage network files and database; create
and maintain paper filing system as needed
- Manage official calendar and schedule Association activities
- research & reporting:
- Research and compile regulatory
information
- Research and analyze data to develop reports for management
decision-making
- Support budgeting and reporting
activities
- Compile internet research as needed to support programming activities
- Compose and
distribute memorandums with supporting documents for Board of Directors and
committees
memb & coms:
-
Provide general membership support; Resolve member inquiries and issues or escalate to
appropriate staff
- Send group distribution emails and correspondence
-
- GENERAL OFFICE:
-
Provide accounting support: Prepare meeting invoices, membership
dues invoices, record receivables in database, and provide weekly reports to Director
- General office support: Order office and meeting supplies; Serve as point of contact
for supply and equipment vendors; Open and distribute mail
and faxes; Answer phones; Screen and route visitors as appropriate; Copying/faxing; Open/close the office
Program Manager Functions:
- ??Manage
and track projects, initiatives, and routine team tasks
- meeting planning:
- Direct and manage planning & logistics
for the production of triennial membership conferences, trainings, and
webinars, including contract development & negotiation
- Direct and manage the planning, coordination, promotion,
conduct, and evaluation of Association-sponsored events to include conferences,
educational programs, social functions, and special events
- Manage and direct the logistical arrangements for the
conduct of Association Board of Directors meetings, membership meetings, and
all such other assigned meetings that occur outside the office and require
contractual agreements with hotels or other meeting facilities
- Coordinate with cohost(s) for semi-annual meetings regarding
dates, locations, and costs; Negotiate contracts with venues, including menus, meeting
spaces, guest rooms, etc.
- Develop and manages logistical contracts with hotels, transportation services, and
restaurants; Serve as on-site liaison with venue staff and vendors
- Develop meeting announcements; Set up online meeting
registration & process registrations
- Ensure all attendees
have conference/meeting materials and name badges; Ensure special membership needs are met; Compile and prepare Board
Meeting packets ?
- Develop and publish
annually the Association meetings calendar
Scheduled Board of Directors meetings and assisted with meeting materials and agendas.
Maintained and coordinated executive and senior management vacation, day-to-day meeting and travel schedules.
Served as a professional representative of the CEO to executive clients, investors and board members.
Collaborated with other administrative team members, human resources and the finance department on special projects and events.
Provided logistical support to visiting executives in coordination with other Executive Assistants.
Handled and distributed all incoming and outgoing mail.
Wrote and distributed meeting minutes to appropriate individuals.
Coordinated customer facing webinars, including developing relationships with vendors, tracking customer attendance and post-webinar follow-up.
Created and maintained computer- and paper-based filing and organization systems for records, reports and documents.
Investigated issues and problems and drafted responses to urgent requests.
Served as Executive Assistant to the national sales manager, marketing manager and senior product managers.
Approved travel expenses and reimbursement requests.
