Position Description

Executive Assistant/Member Services Coordinator

Reporting directly to the President, the Executive Assistant/Member Services Coordinator provides executive support for a 300-member statewide trade association. Serves as the initial point of contact for the Association’s membership and other external constituencies. Responsible for planning board of directors’ meetings, Annual Business Meeting, and other in-person and virtual educational conferences. Coordinates the member services functions by interacting with the membership, member prospects, and maintains relationships with outside organizations and State Agencies.

The ideal candidate is a multi‐tasker who can stay focused on vital details and remain flexible. The individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, office management and administrative skills. He/she will have the ability to work independently on projects and must be able to work under pressure at times, especially during the Legislative Session and in preparation of meetings and conferences.

Essential Skills and Responsibilities

• Compose and disseminate general correspondence for the President and maintain correspondence files.

• Assist in the drafting, compilation and electronic dissemination of the monthly newsletter and other informational and electronic bulletins through Constant Contact.

• Maintain confidentiality of all information including financial information and sensitive industry data.

• Screen telephone calls for the President and assist callers with information and/or directs to appropriate source for information.

• Handle general membership inquiries and non-member requests for membership information.

• Ensure that all matters requiring attention by the President are brought to their attention.

• Maintain favorable working relationships with Association members, board members, executive committee, committee members, public officials, and outside organizations.

• Promote the Association to prospective members using both electronic and direct mail communications.
   
• Establish and implement a correspondence control/tickler system to ensure a timely response to Board/Association communications. Oversee establishment and maintenance of a record management system including efficient filing and document storage systems.
   
• Maintain all records regarding the general membership, Board of Directors, Executive Committee, and other Committees. Prepares and submits reports to the MN Campaign Finance Board for lobbying disbursements.
   
• Operate all office equipment necessary to complete responsibilities in an efficient manner and be able to perform routine maintenance procedures on such equipment.
   
• Maintain the internal membership database through the Association’s third-party software, make updates to the Association’s two websites as needed and assist members with navigating the websites and management of their information.
   
• Responsible for basic accounting including posting accounts receivable and processing accounts payable; and working with the Association’s accounting firm who does the month end close and processing of the monthly financial statements.
   
• Meeting Planning Responsible for meeting-planning activities for the Annual Meeting, Spring Education Conference, Board of Directors meetings, and other Association educational in-person and virtual meetings. Assist the President in negotiating room rates and meeting space accommodations with hotels and venues. Submits applications to State Agencies for continuing education credit approval and processes course completion certificates.
   
• Travel The person in this position may require travelling away from the Twin Cities on Association business trips approximately three nights per year and to use their own vehicle for transportation. The person in this position will be expected to stay overnight at the hotel or facility hosting the Annual Meeting at least one night before the start of the meeting and during the nights of meeting days, approximately two nights per year.
   
• Able to handle other duties and responsibilities that may be assigned.

Qualifications

One to two years of post-secondary education, four or more years of administrative experience and exceptional verbal and written communication skills. Proficient in MS Word, MS Excel, MS PowerPoint, and comfortable with updating websites, social media, and creating digital content. Good knowledge of spelling, punctuation, and grammar. Accurate proofreader. Able to handle bookkeeping, implement accounts payable/receivables system, and have a basic understanding of accounting principles and budgets. Helpful to have a background working with QuickBooks Online, QBO Accounting.

Emotional maturity and able to exercise tact and discretion in dealing with other staff, Association members, elected officials, and the public. Ability to maintain a current driver’s license, attend various training and educational courses, and ability to be bonded.

Proven ability to manage confidential information with discretion and demonstrate the highest level of member services. · Demonstrated ability to achieve goals and meet deadlines in a fast-paced environment. · Strong work tenure. · Proficient in MS Office 365, and database management.

• Full-time position with flexibility for hours, some WFH.