Executive Assistant

GMW, a Connecticut based Association Management Company, seeks a highly motivated and energetic individual for the position of Executive Assistant. The candidate will work closely with the existing two members of the Events team and other AMC staff to manage and/or support several key event functions. The candidate will be responsible for the day-to-day business operations of their assigned association(s) and requires comprehensive knowledge of the association industry. This candidate will report directly to the CEO and work closely with the Board of Directors for each client managed. This position will be highly administrative and the candidate will be responsible for multiple client functions.

This office is located in Stratford, CT and may require travel to NYC 1-2 times/week during busy weeks once events are back live. (est. Fall 2021)

Candidate would be expected to be in the Stratford, CT office 2-3 days per week at this time and work remotely the rest of the week.

Job Duties and Responsibilities:

• Manage day-to-day and ongoing operations of the department while also handling substantial administrative tasks across multiple clients and CRM/registration systems.
• Establish and maintain relationships with various vendors, service providers and meeting facilities. Negotiate pricing and new contracts as needed.
• Support all marketing and promotional efforts as needed and ensure that all avenues of communication are being maximized when appropriate.
• Manage (and execute) the development, execution and evaluation of all aspects of these conferences including but not limited to: overall meeting format, social events, exhibits, speakers, VIP guests, volunteer assignments, attendee feedback/surveys, etc. Oversee all pre, on-site, and post-meeting logistics.
• Initiate speaker contracts when applicable and oversee all logistical details leading up to each program or conference. Assist with travel arrangements when necessary.
• Research/pursue new technological tools to enhance events.
• Support the sales of sponsorship opportunities, Program Guide ad space, exhibit space, etc. and maintain relationships with all primary contacts to encourage ongoing/future participation alongside our Creative Director.
• Work with venues to determine and finalize spatial, food/beverage, audio/visual needs, and any special arrangements.
• Handle the development of meetings and conferences online registration and direct the implementation of all policies and procedures related to registration.
• When applicable, maintain all CPE Provider standards. Complete certification application renewal process as-needed.
• Stay current on all industry trends as related to specific clients.
• Handle the development of the annual calendar as it pertains to future programs, conferences and ongoing Board and committee meetings.
• Support and sometimes plan Conference meetings as well as any sub-committee meetings.
• Maintain ongoing communications with/provide support to Board volunteers and follow through on all directives and new initiatives as established.
• Serve as a resource to members and all outside organizations interested in getting involved in Meeting and Conference related activities (i.e. potential sponsors, exhibitors, advertisers, etc.).
• Maintain historical records and provide current reports as requested. Ensure all internal policies and procedures are being adhered to.

Other duties may include:

• Serve as primary representative of the association to Executive Teams, Boards of Directors, members and external service providers, such as outside legal counsel, to create positive partnerships and outcomes for the associations
• Implements directives and goals of Executive Teams, Boards of Directors and associations’ committees
• Ensure compliance with Board and association policies and develops new policies as appropriate
• Manage annual new Board member orientations
• Oversee association specific education programs
• Coordinate membership survey process with outside third party vendor
• Help manage associations’ annual dues and membership renewal processes
• Follow up with member associations and individuals to encourage membership participation 

Qualifications:

• Bachelor’s degree with at least 2 years meeting planning experience for membership based organization.
• Experience in coordinating logistics for meetings and events.
• Demonstrated ability in volunteer coordination and committee staffing and oversight.
• Strong administrative skills.

Skills and abilities:

• Proficiency with online meeting platforms (i.e. Zoom, GotoMeeting, Remo or other virtual platforms)
• Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint. You will be managing multiple email accounts, registration systems and other technology. Must be very comfortable and very proficient on a PC.
• Highly organized and detail-oriented.
• Able to complete multiple tasks and meet deadlines.
• Excellent written and verbal communication skills.
• Ability to effectively communicate with individuals at all levels.
• Strong problem solving skills.
• Self disciplined and self motivated. Able to work independently.
• Must be willing and able to work early morning or evenings.