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Assistant, President’s Office , Operations and Member Services

  • Job Type: Full Time
  • Location: Arlington, VA

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Primary Purpose

This is a dual reporting position supporting three different departments. The Assistant will provide administrative and office management support to the President’s Office, Operations department and the Membership team in three key areas: database, technology and administrative support.

Essential Job Functions

PRESIDENT'S OFFICE RESPONSIBILITIES:

  • Provide daily administrative support for President’s Office .
  • Screen incoming calls for President’s Office to ensure continuity of coverage.
  • Communicate with members, partners and others to respond to inquiries, gather and confirm information.
  • Draft correspondence, general documents, forms and reports and maintain files.
  • Manage travel and expense account for President’s office including preparation of expense reports for President and CEO.
  • Coordinate and assemble all Board mailings.
  • Assist with other projects as needed or assigned.

     

OPERATIONS RESPONSIBILITIES:

  • Provide back-up support to the Receptionist to include covering for two 15 minutes breaks and a one hour for lunch (on a daily basis) and filling in at the front desk throughout the day as needed while the Receptionist performs other administrative duties.
  • Maintain vendor records and communicate when necessary, to include: ordering supplies, calling in maintenance requests and ensuring requests are completed.
  • Communicate with building management on building maintenance issues as needed.
  • Utilize Excel to prepare spreadsheets to track department procedures.
  • Assist with inventory of office equipment, furniture, and etc.
  • As part of the Operations team, support the other functions of the team as needed, including but not limited to:
    • helping with mail delivery
    • sending and receiving shipments
    • provide guidance to staff on general office protocols
    • using a good working knowledge of the Operations Department processes in order to
    • Assist with new hire orientation and staff departures.

MEMBER SERVICES RESPONSIBILITIES:

  • Assist with dues renewal process for retail/wholesale member programs and track dues payments.
  • Coordinate and execute ‘thank you for renewing’ process.
  • Compile budget information for department accounts and enter information into reporting system.
  • Maintain accurate information for members and prospects in the FMI database from multiple sources.
  • Respond to, track and manage inbound membership inquiries via telephone and email members and prospective members regarding FMI events, membership and other related inquiries.
  • Administrative support to include: answer and screen incoming inquiries and appropriately respond to requests for information; prepare, proof, and edit documents and reports; create, categorize, and maintain project management files; manage project management schedules focused on critical deadlines.
  • Assists in scheduling member and prospect meetings, gathers and distributes FMI support materials for meetings and assists with follow-up.
  • Staff lead regarding any communications technology e.g. SendSites, webinars, PowerPoint.
  • Staff lead on agenda maintenance and notes for all department meetings.

Other Job Functions

  • Other responsibilities and duties as assigned or directed.

Physical Requirements

  • Normal office environment requiring use of typical business equipment (e.g., computer, telephone, fax, copier, security system). Ability to travel to conventions and conferences. Ability to drive and travel locally to member locations.

Education Skills Experience Required

  • College degree and/or a minimum of three to five years of prior professional work experience preferably in a similar role.
  • Computer and Internet experience with an excellent working knowledge of Microsoft Office products, including expertise in Word, Outlook, Excel and Power Point. Must be able to use Outlook to schedule meetings and book conference rooms, etc. Must also be able to use Word to create mail merges, charts, tables and draft other correspondence, etc. Must be able to use Excel to create and maintain spreadsheets (using various formulas), etc. Data entry accuracy is a must.
  • Clear understanding and use of database software to process and maintain information.
  • Excellent verbal and written communication skills and team orientation.
  • Strong grammar and proofreading skills.
  • Extreme attention to detail.
  • Professional demeanor and appearance in person and on the phone.
  • Strong customer service skills, be a team player and able to remain calm under pressure.
  • Ability to maintain confidential or sensitive information and utilize discretion.
  • Self-directed with excellent project and time management skills with an ability to organize, prioritize and accomplish multiple tasks with strict attention to detail and with minimal supervision.

FMI is an equal opportunity employer.