Kellen is a global professional services firm with a primary concentration in association management and communications. We provide meetings and conference management, financial management, digital marketing and strategic advice to our not-for-profit clients. We are an employee-owned company (ESOP) with 300+ employees from a wide variety of professional disciplines. Kellen has seven offices in Atlanta, Brussels, Beijing, Chicago, Denver, New York City and Washington DC.
What are we looking for?
Provides administrative support services, such as preparing correspondence, filing, transcription, faxing, data entry, and preparing assorted information for distribution. Responsible for knowledge of all services provided. Administrative support for the Association which includes composing, processing and reconciling correspondence, member services/recruitment, memos/reports and coordinating special projects as specifically defined. Applies computer skills, knowledge of administrative support systems and understanding of policies and procedures to complete tasks and special projects. Responsibilities include, but are not limited to, the following:
What will you do?
Oversee administrative operations of headquarters to ensure effective performance as measured by:
Executive Committee and Committee satisfaction; and
On-cost and on-time service delivery within the constraints of the management contract and association budget
Using knowledge of association management best practices, provide leadership to develop and nurture a dynamic organizational culture that embraces growth, accountability for results, operational efficiency, new ways of thinking, transparency and integrity.
Ensure cross communication between departments to ensure efficient operations and ideal production of programs and products for members.
Analyze monthly financial statements and activities and make appropriate recommendations to ensure financial wellbeing.
Review and code expense reimbursements and vendor invoices for approval.
Enhance the membership experience and value for association members; recommend opportunities for membership growth and retention.
Make recommendations to Executive Management or the appropriate supervisor/department director to improve company operations and procedures.
Assist with budget preparation.
Executive Committee: Develop and maintain relationships with Executive Committee. Attend and actively participate in-person and conference call meetings, providing operational advice as appropriate. Record and distribute meeting minutes, records of votes and electronic resolutions, and action items.
Other Committees: Act as staff liaison to Membership, Awards, Nominating, Chapter Relations, Education and Training, and Annual Meeting Technical Program committees, as well as workshop organizing committees and other volunteer bodies as assigned.
Monitor assigned committees’ activities and offer operational advice as appropriate.
Identify opportunities for coordination between committees and keep the Executive Committee members apprised of routine activities and challenging committee issues.
Member Services & Committees
General: Coordinate member activities and services, including database maintenance, new member processing, renewal invoicing, member inquiries and order fulfillment. Maintain/update association information on association Web site and assist in production of publications, as needed. Distribute electronic ballots as needed for bylaws changes. Make recommendations to account executive on association operations.
Office Maintenance: Maintain association files and off site storage inventory in accordance with association document retention policies, and manage office inventory.
Meeting Committees (generally): Work with meeting and workshop committees to develop and produce conference programs and collateral materials; signage; evaluations; and speaker management logistics. Ensure meetings stay within budgeted expenses and achieve revenue goals. For workshops, which are not serviced by the Meeting Services Department, responsibilities also include registration, broadcast email promotion, vendor procurement and management, coordination of logistics with hotel staff, and on site meeting management, as required.
Annual Meeting Committees: Organize and manage in-person Annual Meeting Technical Program Committee meeting. Organize and manage Annual Meeting abstract submission program and processes, and facilitate program development. Organize and facilitate speaker’s breakfast. Coordinate logistics for ad hoc meeting space, and assist committees and affiliated organizations with meeting space requests. Maintain and post onsite “Black List” of speakers who have not submitted papers. Create and administer attendee satisfaction surveys.
Chapter Relations Committee: Facilitate the formation of new chapters, including gathering of bylaws, petition verifications and placement before Executive Committee. Maintain chapter records and generally monitor professional and student chapters, offering support as needed. Conduct chapter elections, upon request.
Awards Committee: Update, publish and distribute awards nomination materials. Collect nominations received from the membership and distribute to the Awards Committee. Facilitate paper awards and poster programs. Order appropriate plaques, certificates and gifts.
Nominations Committee: Prepare and distribute ballots and nominee profiles to members. Announce election results to the Secretary. Produce and distribute calls for nominations for vacant (non-Executive Committee) leadership positions.
Membership Committee: Facilitate new member application approval process. Maintain monthly membership statistics and year-over-year comparisons. Develop and implement Membership Recruitment and Retention Plan. Conduct membership needs assessment and exit surveys. Review and update brochures as needed. Coordinate solicitation and application processing of new Senior Members, Fellows, Sustaining Members and Emeritus Members.
Other Duties as Assigned: Participate in company, association team and department meetings as required. Track and record time, understand and comply with company policies and procedures.
Am I qualified?
A proven track record of success.
High energy, versatile and multi-task oriented, self-directed, and ability to handle accurately diverse details.
Computer literate with the “Can Do” approach to different and diverse software packages.
Good communication (written and oral) and proofing skills.
Must be a positive team player in a challenging and changing environment; includes working with a variety of personnel. Flexibility under competing time requirements and changing deadlines. Excellent focus and a good sense of priorities. Detail oriented
High level of patience to work with a wide range of client personalities.
What do we offer?
An employee-owned company, Kellen offers a professional and collegial work environment and great benefits, and a collegial atmosphere where teamwork abounds and your efforts are truly appreciated. We work hard, but also strive for work/life balance. As an employee-owned company, you’ll join a team where everyone has a stake in the performance of the company. We offer generous benefits including medical, dental, vision paid vacation, holidays, a 401(k), and tuition reimbursement.
This is a great opportunity for the right candidate, seeking to make his or her mark in a growing division of a well-established, international company.
Kellen is a global professional services firm with a primary concentration in association management and communications. We also offer outsource services such as meetings and conference management, digital marketing and strategic advice. We are an employee-owned company (ESOP) with 300+ employees from a wide variety of professional disciplines. Kellen has seven offices in Atlanta, Brussels, Beijing, Chicago, Denver, New York City and Washington DC.