Position Purpose 

• The Chapter Administrator assists the chapter executive committee in ensuring the chapter operates smoothly and efficiently and provides a vibrant and valuable experience for the chapter membership. 

Primary Responsibilities

•   Support chapter officers in executing their vision and strategic plan for the chapter.
•   Assist the Chapter Chair in holding the mandated number of Board Meetings during the year including preparation of meeting agenda, notes, venue, meeting minutes and other materials as required.
•   Support the various committees of the Board including scheduling meetings, preparing content for meetings and documenting actions points.
•   Support the Learning Officer and Day Chairs in planning, logistics and execution of chapter events.
•   Support the Membership Officer by managing the prospect process and ensuring new members are integrated into the chapter.
•   Manage the membership renewal process by communicating with the chapter membership, collecting chapter dues, and providing updates to the board on renewal rates.
•   Ensure chapter complies with governance responsibilities, including electing chapter officers, providing officer training information and adhering to the chapter by-laws.
•   Support Forum Officer by organizing forum trainings, ensuring forum placement and maintaining chapter forum data.
•   Manage logistics and communications for family and spouse/partner programming as envisioned by the Family Officer and Spouse/Partner Officer.
•   Oversee chapter communications to the membership; such as newsletters, emails, videos, website postings, or text messages.
•   Manage and update chapter websites, apps or social networking sites as directed by the chapter executive committee.
•   Manage chapters finances ensuring budget is followed and all payments are made; provide monthly financial reports to the chapter executive committee
•   Manage relationships with current and new vendors of the Chapter ensuring that procurement is conducted in a transparent manner and on terms most favorable to the Chapter.

Other Duties and Responsibilities

•   Act as the main chapter liaison with Chapter’s global and the region, sharing communications and upcoming initiatives with the chapter executive committee.
•   Complete and manage the chapter health data as required by the company.
•   Maintain chapter files, processes and history.
•   Provide general administrative support for the board as required.
•   Support chapter officers on awards submissions by understanding the process, providing relevant data and information and assisting in the completion of the forms.

Skills

•   Possess strong administrative, event planning and customer service skills
•   Ability to manage multiple tasks and projects simultaneously in an environment of changing priorities.
•   Meet critical deadlines and set priorities in a timely fashion
•   Excellent organizational skills and commitment to detail
•   Ability to work independently and be self-motivated.
•   Strong written and oral communications skills
•   Office-related skills: computer proficient; computer software experience; word processing; experience working with spreadsheets; data base applications; email and internet use
•   Ability to work collaboratively and report to multiple C-level executives

Experience and Background

•   Minimum of 3+ years’ experience in customer service or executive-level administrative support experience.
•   Familiarity with association governance structures.
•   Membership or association experience preferred.
•   Experience in planning high level corporate meetings a plus.
•   Experience working in a virtual work environment preferred.
•   Experience in planning and executing corporate events

Education/Training/Certification

•   Advanced university degree or equivalent experience required.
•   Project management certification a plus

Physical Requirements

•   Must be willing to work remotely
•   Must be willing to work flexible hours; nights and weekends as required
•   Must be willing to travel, as needed