The Coordinator, Executive Office will provide administrative and project support to the CEO. The incumbent will also support membership administration and volunteer engagement activities, provide excellent customer service to members and leadership of the Society, and perform other duties as assigned.
Governance and Board-Related Activities
- Work with the CEO and incoming Presidents to schedule SMFM Board and Executive Committee meetings.
- Develop and distribute Board meeting materials.
- Provide virtual and onsite support (i.e., logistics, A/V, recording proceedings, etc.) for SMFM Board Meetings.
- Coordinate the volunteer disclosure process.
- Support the Director, DEI and the Sr. Director Marketing & Communications with the committee appointment process and Board of Directors nominations.
Administrative Support to the CEO/Executive Office
- Coordinate CEO’s calendar and support travel arrangements, as requested.
- Process CEO expense coding and reimbursement, including reconciling Corp Credit Card Statement.
- Process Board of Directors expense coding and reimbursement for Interim Meeting.
- Assist with staff/office operational tasks as needed.
- Schedule meetings, send meeting notifications, provide agendas, and arrange & manage meeting details.
- Assist in collaborative efforts with organizations working with SMFM.
- Create, edit, format, and proofread presentations, documents, brochures, and website material.
- Support office operations, including contact with the building administration, office supplies, mail collection and distribution, onboarding of staff and security badges, manage office vendor contracts, and other related activities.
- Supports Sr. Director of Marketing & Communications with membership administration, including member applications and member dues processing.
- Supports Manager, Member Relations & Events with customer service management, including oversight of email@example.com mailbox.
- Assists with member inquiries related to accessing their online accounts, usernames, passwords, etc.
Vendor contracts and relationships
Minimum Requirements & Experience
- Education: Bachelor’s degree (preferred) or four (4) years of equivalent work experience.
- Experience: 1 to 3 years of experience including prior experience serving as an Executive Assistant to an Executive or 2 to 4 years of related experience.
- Experience working in a professional association or similar non-profit.
- Excellent written and verbal communication skills.
- Excellent organization and prioritization skills.
- Computer/System Skills: MS Office and MS 365 (including Sharepoint and Adobe PDF)
- Certificates, Licenses, Registrations: None
- Other Requirements: None
COMPETENCIES (KNOWLEDGE, SKILLS & ABILITIES)
- Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
- Knowledge of business principles involved in resource allocation, production methods, and coordination of people and resources.
- Skill in organizing, planning, and prioritizing work; developing specific goals and plans to prioritize, organize, and accomplish work.
- Skill in coordination; adjusting actions in relation to others' actions.
- Skill in active listening; giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
- Skill in reading comprehension; understanding written sentences and paragraphs in work related documents.
- Skill in writing; communicating effectively in writing as appropriate for the needs of the audience.
- Skill in speaking; talking to others to convey information effectively.
- Ability to take direction from multiple sources.
- Ability to develop constructive and cooperative working relationships with internal staff and external stakeholders and maintaining them over time.
- Ability to analyze information and evaluate results to choose the best solution and solve problems.
- Ability to balance multiple assignments and follow standard procedures to accomplish assigned tasks.
- Ability to manage projects from implementation to execution.
- Ability to work on routine tasks independently and confer with supervisor on complex work assignments or unusual work situations.
- Ability to work effectively in a small staff environment.