JOB SUMMARY
Elevanta, an Atlanta-area AMCI-accredited association management company, manages several franchisee associations made up of franchise owners from multiple national brands (Burger King, Buffalo Wild Wings, Meineke, Supercuts and more). Elevanta provides a variety of association management services including event management, publications, digital communications, government relations and a unique suite of member services. We are searching for an inquisitive and motivated professional who thrives on exposure to new and exciting opportunities. With the diversity of our organization and service offerings, this position could lead into a long-term career with a growing and unique company!
The Association Coordinator performs administrative and other duties for multiple client associations as well as provides general office administrative support. This position will provide administrative services for various Elevanta client groups including Boards, task forces and committees under management by Elevanta.
Job Duties:
- High level administrative support using MS Office programs
- Manage travel arrangements for executive staff
- Arrange conference calls and zoom meetings for respective departments, including Board, officer and/or committee calls as assigned
- Serve as recording secretary and take minutes for Board and committee meetings as assigned
- Develop and manage tracking system for all corporate contracts
- Ensure company files are maintained electronically on server(s) by company and archive historical files as needed
- Maintain company office equipment and manage repair processes when needed
- Assist office team in answering phone calls daily
- Respond to inquiries on own initiative and respond to correspondence when appropriate
- Develop list of administrative priorities with each association lead
- Develop understanding of association clients governing documents including bylaws, policies, procedures, etc and ensure, with Association Manager/Executive Director that governance is being properly followed
- Schedule meetings as requested with Members of Congress, coalitions, and other organizations in alignment with Elevanta association clients
- Act as liaison to boards and committees as assigned
- Maintain confidentiality on all matters
- Document board action items, track and assures follow-up by appropriate person(s), and ticklers for due dates
- Track all internal projects as assigned
- Update the association Leadership Directories, association policies and procedures and Directors Guide Books
- Provide research, analysis, and support for special projects and prepare presentations
- Prepare purchase orders in a timely fashion
- Enter vendor and member updates in association management software, Fonteva/Salesforce
- Pull reports as needed via Fonteva/Salesforce
- Create and maintain files on vendor prospects, meeting and event ideas, sponsorship ideas, printing proposals, convention give-a-ways, etc., presentations, project consultants, project participants, project files, organizational files and staff duties, and current/follow-up correspondence
- Serve as project team manager when assigned
- Maintain and prepare expense report file of receipts and match with appropriate invoices/credit card bills for review and signature then forward to accounting for reimbursement
- Track and manage Board and Committee terms of office
- All other duties and functions as assigned
QUALIFICATIONS/REQUIRED SKILLS
- College degree preferred
- Three (3) years related experience in fast paced environment providing support to Boards, committees, multiple department heads or any equivalent combination of education and experience.
- Experience as recording Secretary and taking meeting minutes required.
- Considerable knowledge and experience managing responsibilities of an executive, office practices and procedures, and perform with independent judgment
- Advanced knowledge of MS Office software, in particular excel, and project management software
- Considerable knowledge of grammar, punctuation, and spelling to edit and perform major proposals, reports, and correspondence
- Must be able to multi-task and manage workload from multiple department heads
- Ability to organize and distribute work, prioritize tasks and meet deadlines
- Ability to identify problems, research alternatives and resolve them
- Can handle sensitive information with the highest degree of integrity and confidentiality. Trustworthiness is at a premium for this position.
TRAVEL
- Travel up to 10% is required in this position.
We offer casual and team-focused environment in a professional office building located in Kennesaw, GA. The office building offers a complimentary gym for all tenants.
In addition to a competitive salary, Elevanta offers a high quality medical insurance program as well as dental, vision, short and long-term disability and life insurance. Employees are eligible to participate in our company 401(k) program with an employer match.
