The Office Manager serves as front line customer support, receptionist, as well as provides clerical, administrative and substantive support with a focus on office management and membership. This position also acts as executive assistant to the President/CEO.
Primary duties and responsibilities:
1. Operations • Oversee office equipment contract renewals, including researching and vetting all prospective vendors
•Answer incoming phone calls, screening calls for CEO and CFO
•Maintain IAVM security system to include, but not limited to: establishing new security cards, disable security cards upon employee termination, liaison with DSS regarding alarm trips, etc.
•Reserve and set up conference room for events (including catering if needed), ensure mag-locks are disabled during any scheduled use of the conference room and that the association spaces are secured while staff is attending meetings in the conference room
•Maintain and update the Billy Hemphill Library/Conference Room
•Oversees and forwards all incoming faxes and General Inquiries from the web site
•New staff coordination (establish phone set-up, supplies, update the master staff phone lists and seating arrangement schematic)
•Act as liaison between Property Manager and Building Owner
•Order office supplies plus inventory and maintain office equipment (manuals)
•Process IAVM web products orders while maintaining inventory
•Maintain log of all textbooks sold, update inventory monthly, report to authors as requested
•Daily logging of incoming checks, date stamp and enter into spreadsheet, with special attention for checks received for Membership dues and Foundation donations
•Mail – Daily processing of all incoming and outgoing UPS/USPS, ensuring charges are applied to the correct department. Send a report of charges for USPS mailings to Accounting Manager monthly
•Other administrative functions as requested by Director of Operations/Governance
2. Membership: •Mail monthly membership renewals
•Email or mail individual invoices to members who request replacement copies
•Mail monthly suspension notices
•Handle new member / reinstatement packets weekly (or as needed with direction from the Director of Membership)
•Enter emailed/mailed dues into database and copy Member Care Manager and Director of Membership
•Mail membership certificates and lapel pins for members as needed
•Mail Mentor Connector certificates (mentor, mentee, coach) with frame semi-annually
•Other duties may be assigned as necessary, to include administrative and database tasks
3. Executive Assistant/Administrative: •Book travel for the President/CEO as requested (includes hotel, rental car, flights, etc.)
•Has access to the CEO’s calendar and books appointments, schedules meetings (internal & external), updates travel schedule, enters contacts, sends reminders
•Due to the sensitivity of information that will be received/viewed, all information relating to IAVM employees, the CEO, board of directors, board of trustees, committee volunteers, etc. must be considered confidential
•Work in tandem with CEO to purge/clean/file inbox emails
•Complete expense reports for the President/CEO
•Prepare written communications for the CEO – including, but not limited to: emails, documents/files, letters, presentations
•Duties and new initiatives as requested by the President/CEO
Skills, knowledge and abilities:
The Office Manager must be flexible, proactive, innovative and positive to assess and handle multiple overlapping priorities while delivering expected results for administrative duties.
Superior communication skills and customer relations skills.
Excellent detail-oriented judgment skills in problem-solving, planning and organizing, and coordination are necessary to ensure successful handling of all functions
Dependability is critical to this position
Available to travel – no more than 15% (overnight stays required during VenueConnect)
Must be able to sit for extended periods of time while answering phone
Hand/Eye Coordination is used daily
Must be able to lift 10-25 lbs.
Minimum 5 years of Administrative Assistant experience
Proficiency in Microsoft Office Suite 2016 (Word, Outlook, Excel, and PowerPoint)
Database experience desired
Additional Salary Information: Please submit salary history and requirements with cover letter and resume
About International Association of Venue Managers
The International Association of Venue Managers is the world's largest professional association dedicated to issues relevant to the management of public assembly venues. Members of the association manage public assembly venues such as amphitheaters, arenas, auditoriums, convention centers/exhibit halls, performing arts venues, stadiums and university complexes; or provide products, services or attractions to support the industry. IAVM has more than 5,700 members worldwide. More information is available at www.IAVM.org.