Job Description
Salary: 60 – 80K
The organization is member based and provides global networking activities, training and growth opportunities for their members. They seek to hire an Administrator cum Event Planner and will be tasked to efficiently plan office operations, coordinate and manage member interaction activities, smooth running of events and trainings, while adverting any crisis at hand.
Responsibilities
Assist with the planning and development of annual learning calendar
Upload and maintain all events via CVent; targeting a minimum of 4 events per annum
Work collaboratively with Learning Officer through regular planning meetings/telecoms
Manage event together with Chapter chair by; Selecting Vendors; venue, service providers; sending invitations, confirmation/logistics and collate RSVP’s
Prepare, track and maintain Learning budget while controlling expenditure
Management of Chapter Membership, and updating details of member’s Spouse details, Children name(s) and age(s) and Dietary requirements
Event Logistics – Assist with preparation of ‘run order/program’, special guests etc.
Planning for Seating plans and name badges, Resource requirements e.g. AV etc, Gifting, Post- event Evaluation forms (via CVent)
Post Event Administration i.e.; sending Thank you, letters, Collate overall evaluation and update E-Bank
Reconciling all invoices paid, pending invoices to Wrap up event
Reporting on Record the Actual expense of event vs budget variance, RSVP vs member attendance
Assist Learning officer with quarterly and final year end “BOB” award submission
Pay vendors/suppliers in accordance with local chapter finance policy
Ensure that Finance officer approves the signing of any contracts, in writing or alternatively sign the contract him/herself
General administration: Maintain the chapter home page (introduction, events, discussions etc), maintain all data and history of Chapter, Filing of meeting minutes, Partner files and project files
Update chapter health dashboard every quarter on Salesforce
Keep regular back-ups of computer data
Manage email account, respond to general email queries sent and annual anti-virus updates, etc.
Qualifications
A Bachelor’s degree in Business related field
3-5 years’ professional experience working with chief executives or supporting high-level customers
Professional certificate in event/project management is added advantage;
2 years’ membership, association, or non-profit organization experience preferred
Basic financial management course or experience is desired
Proficient in Microsoft Office (Google drive, Word, Excel, Power Point, Outlook)
Working knowledge of social media platforms and use of salesforce and CVent is an added advantage
Strong office administration skills
Ability to manage multiple tasks and projects simultaneously in an environment of changing priorities
Ability to meet critical deadlines and set priorities in a timely fashion – excellent time management
Excellent written and verbal communication skills
Excellent organizational skills and commitment to detail
Ability to work independently and be self-motivated.
Ability to work flexible and/or extended hours as needed
Works collaboratively in a multi-cultural organization with diverse membership base
Skills
Mature, diplomatic, Poised, Confident and Responsible individual
Service and detail oriented, positive attitude, creative and good problem solver
Eager to learn, grow and adapt to a fast-paced environment
Ability to think out of the box
Good interpersonal and social skills
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