SYNOPSIS OF THE POSITION

Reporting to and under the general direction of the Executive Director, this position is responsible for overseeing and coordinating the member services, communication and financial functions required to support the GFOA membership and overall operations.

DUTIES and RESPONSIBILITIES

Member Services

Processing membership communications by generating appropriate mailing lists and data, and creating mail merge documents.
Maintaining excellent relations with members, and responding to inquiries and requests for information and directing them to the appropriate staff as required.
Representing the Association at events as required and providing member liaison and support.
Promoting membership and presenting the value of the Association’s professional development and training opportunities, including at events as required.
Distributing promotional materials to the membership in a timely and effective manner
Updating member records and collecting membership dues.

Communications

Management of the Association’s website, including regular updates to ensure information is both current and accurate
Leveraging the use of the website for marketing and promotion of the Association’s events and educational and service offerings
Management of training manuals from layout through distribution o Utilizing social media to broaden the association’s reach to its members and others
Drafting routine and non-routine business correspondence.
Timely and courteous responses to telephone, written and e-mail inquiries received from members, partners and the general public
Drafting and editing newsletter and other association communications to members
Compiling and trend reporting of evaluation data for reporting purposes
Undertaking research, analysis, discussion and consultation to advance strategic directions/initiatives established by the Board
Coordinating production and distribution of print materials.

Events

Produce Annual Conference and workshops, including on site logistical and technical support
Develops Association conferences, workshops, seminars and other events and organizing events from concept to completion, ensuring they operate smoothly, efficiently, generate maximum revenue and maximizing member satisfaction
Working alongside Program Manager, facilitating and supporting various event-related committees as required, anticipating, identifying, and securing professional services, supplies, equipment, and other resources.
Assists with negotiations of terms, conditions and costs with vendors and suppliers and assisting with managing contracts and booking events, food and beverage, supply procurement and audio visual equipment.
Conducting research, making site visits to assess suitability of possible program venues and leveraging resources to achieve high quality outcomes.
Creating and managing room layouts and speaker/presentation requirements.
Serving as liaison with vendors on event-related matters, travelling to program venues as required and providing logistical and technical direction and troubleshooting.
Coordinating participant lists, food service arrangements, menu planning, decorative and table set up, nametags and volunteer staffing.
Assisting with managing on-site production and clean up for events and closing out all events as required.
Providing post-event communication support, including evaluation collection, thank you cards, etc.
Responding to enquiries from volunteers and registrants about events and communicating with program participants to ensure dissemination of accurate and timely information.
Recommending logistical efficiencies and event improvements to programs as necessary.
Advertiser/Sponsor outreach for the newsletter, tradeshow, and other Association events

Financial

Performing all accounts payable transactions in an efficient and timely manner, reviewing invoices and expense claims for accuracy, and ensuring accuracy of supplier event orders/invoices
Processing all accounts receivable and following up on outstanding monies owed to the Association
Reconciling revenues received again registrations
Overseeing the maintenance of association records both on and off site storage in an organized manner
Assisting with preparing budgets and providing progress reports to Program Managers for each event and anticipating potential cost drivers.
Reviewing supplier event orders, invoices, and expense claims for accuracy and maintaining event finances, including invoicing, reporting, and financial reconciliation.
Preparing bank deposits and posting receipts in a timely and accurate manner.

Other

Providing program and advisory support and making recommendations to improvements in program delivery as required
Representing the Association at meetings and events and developing positive external relationships
Creating, preparing and distributing meeting minutes and supporting documents.
Maintaining an awareness of organizational and technological developments, and identifying ways to streamline processes or make best possible use of resources
Maintaining membership and other databases.
Making travel arrangements, managing event signage, and ensuring appropriate decor to support the strategic and training objectives of the Association.
Maintaining an adequate level of inventories and stationery supplies.
Other related duties as needed

REQUIRED EDUCATION AND EXPERIENCE

Completion of Grade 12 or equivalency.
A minimum of 5 years administrative assistant experience, or equivalent, preferably at a senior level
A recognized Office Administration certificate/diploma program or equivalent

PERSONAL CHARACTERISTICS

Competence in the following:

Building Relationships: Establishing and maintaining working relationships and effective public relations with internal and external stakeholders, including co-workers, members, volunteers, partners, and suppliers.
Fostering Teamwork:  Working cooperatively and collaboratively and supporting the efforts of team members.  Ability to work effectively with diverse individuals of varying professional positions.
Organizing:  Determining priorities, taking initiative, and working independently.  Developing action plans, recommending improvements and implementing efficiencies.  Monitoring progress towards goals/deadlines.  Managing multiple projects and adapting well to changing priorities.
Problem Solving:   Analyzing problems, anticipating challenges, and envisioning how a problem and its solution will affect the experience of internal/external stakeholders.
Communicating Effectively: Strong oral/written communication skills using conventions appropriate to the situation. Excellent knowledge of business writing including correspondence, memorandums and reports.
Results Oriented: Strives for a standard of excellence in carrying out all duties