Job Description

McBride & Associates is hiring a full-time Meeting and Events Coordinator/Administrative Assistant. Responsibilities include:

• Answer and direct phone calls, take messages, and respond to member requests via email and phone calls
• Assist with organizing and coordinating meetings, conferences, and events including generating name badges and assembling conference packets; scheduling and sending out Zoom meeting invites, recording links, sign-in sheets and registration confirmation emails; ordering food and beverage and audiovisual equipment for events; making hotel reservations for speakers and staff; schedule meeting locations hosted by members; order sponsorship signs.
• Email invitations to legislative events and make follow-up calls to state senators to collect RSVPs
• Maintain office supplies inventory and order supplies as needed
• Handle sensitive and confidential information with integrity and professionalism
• Manage accounts receivable duties and assist the bookkeeper with online check deposits and printing and mailing checks
• Assist with special projects and perform other administrative tasks as assigned
• Schedule committee and project team meetings for staff and volunteer leaders through Doodle poll. Create and send out the Zoom meeting links and calendar invites.
• Call members and prospective members that have not registered for events
• Schedule and manage logistics for association social events.
• Update spreadsheets to track team registrations for social events and sponsorship support.
• Coordinate onsite registration at conferences and events
• Complete database clean-up (e.g. deactivate membership profiles, call members to update key contacts and information). Research and add new prospective members. Update volunteer leaders information in the databases.
• Update website content
• Schedule and post social media content provided by staff
• Assist with membership renewal processing and notifications. Make reminder calls to members about renewing. Send out member renewal emails and new member packets and certificates.
• Provide logistical support for annual Dozer Day event
• Deposit checks
• Print checks, email with documentation for approval to board presidents and treasurers, and mail checks when approved
• Assist staff with board meeting packets and minutes
• Assist staff in updating governance documents as needed
• Assist with sending out press releases and award production.
• Support staff with member engagement through emails and phone calls.

Requirements:

- Previous experience working in an office or similar environment

- Excellent phone etiquette and strong communication skills

- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)

· Proficiency with technology, including membership database software, InDesign or Canva, convention app, Constant Contact, Flipsnack, social media, etc.

- Experience working in membership databases a plus

- Strong proofreading skills with attention to detail

- Attention to detail, highly organized, excellent time manager and efficient

- Takes initiative with little direction on projects

- Ability to type accurately and efficiently

- Strong organizational skills with the ability to prioritize tasks effectively

- Computer literacy with the ability to learn new software systems quickly

- Experience in project coordination is a plus

As the first point of contact for our office, provide excellent customer service to our members. Provide administrative support to our staff. This is a fast-paced position that requires strong organizational skills and the ability to multitask effectively while working with multiple associations. If you are detail-oriented, have excellent communication skills, are self-driven, and enjoy working in a team environment, we would love to hear from you.

Full-time position, with occasional overnight travel to conferences and occasional travel to daytime events.

Benefits:

• Paid time off (includes sick time and vacation time)
• Reimbursement for professional development/training
• Simple IRA with up to 3% match

Experience working with associations or nonprofit organizations is preferred. Please submit resume and cover letter to info@assocoffice.net.

Job Type: Full-time

Pay: $41,000.00 - $44,000.00 per year

Benefits:

• Flexible schedule
• Paid time off
• Professional development assistance

Schedule:

• 8 hour shift

Application Question(s):

• What is your experience working with boards, committees or other volunteer leaders?

Experience:

• Office management: 3 years (Required)
• association or nonprofit organization: 3 years (Preferred)

Ability to Relocate:

• Lincoln, NE 68506: Relocate before starting work (Required)

Willingness to travel:

• 25% (Required)

Work Location: In person

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