Prefer employee to be within a 60-mile radius of St. Louis, MO or Dallas, TX.
Scope & Primary Responsibilities Include:
This is a staff level administrative position (non-management) that will assist the President & CEO by providing administrative support and directing certain activities as it relates to the business operations of the association, and will oversee other activities related to the events and educational programs of the ALFN. This position will also oversee a broad spectrum of activities as may be related to management of online resources and databases used by the association. ALFN is a small staff, non-profit association, so from time-to-time the Coordinator will be required to assist with duties outside of this job description.
Oversight and performance evaluation of this person shall be the responsibility of the President & CEO. This position will be evaluated and measured by the terms and responsibilities as established by this job description, or others as the President & CEO may communicate to the Coordinator.
Events & Educational Programs
Manage the registration desk at our four in-person events, and the exhibit booth during the one event where we exhibit each year. Manage all member volunteers onsite at events.
Manage outreach to members for volunteering when we are exhibiting at industry events. To include coordination of scheduling members to volunteer at designated times at the ALFN exhibit booth.
Manage promotional items and print orders with vendors and coordinate inbound/outbound shipping.
Compare rooming list for ALFN events with registration list, and send reminders to attendees to register or reserve rooms, and continuously track the room block performance.
Manage the inventory of our exhibit and promotional materials, keeping an updated list of what we have in-stock. Place orders with vendors when needed.
Coordinating the exhibit booth shipping to desired conferences, and ordering the needed labor and materials.
Manages activity vendors & DMC for events, including gathering proposals for CEO approval
Works with the CEO to update agendas and schedules for events
Primary group contact onsite for all events for hotel/venue staff
Assists with gathering and review of BEO’s (event orders), Group Resumes and Audio Visual orders for events.
Manage group networking activities at events as may be needed and where a DMC is not utilized. Oversee the DMC when one is utilized at events.
Manage activity sign-ups for events from registrants, and make sure all participants have the information they need with reminders prior to the event. Track attendance against contracted commitments.
Some basic level graphic artwork to update event signage, general promo/marketing items, logos and other print items.
Gathering logos and other graphic artwork and ads in the correct format from sponsorships and e-store purchases.
Update scholarship applications & information for each event, and track incoming completed applications. Provide CEO & SVP the completed applications for review. CEO will approve.
Website & Communications
Format and send MailChimp mass email messages.
Continuously update all content and graphics on the ALFN’s websites, and other Digital and Online platforms (including Social Media sites).
Maintain updated contact lists in our mass email software, AMS and any other sources where member and client information is stored.
Import attendee lists from all events into the correct databases and mass email software.
Make updates to member information, including adding new members to the AMS, and assist members with updating their member profiles and navigating the website resources. Continued outreach to members to verify they have updated content in their member profiles.
Maintain updated spreadsheet of all member contact information with relevant information for member directory purposes.
Manage all content for the membership directory publications, verifying accuracy of all member contact information and other information included in this publication. Collects all artwork from members purchasing profiles and ads for submission to graphic designer, and sends proofs for approval to members.
Assist members and registrants with purchases in the e-store, member login and registration issues.
Event registration form design and manage event registration pages, communications and event reporting for all events.
Provides attendee lists as needed for internal staff, with comparative analysis of how the event attendance is trending compared to prior events.
Verifies information for each registrant at all events (and webinars) is complete and accurate.
Provides statistical analysis when required for websites, including how ALFN.org & ALFNANSWERS.org website traffic is trending, and for the ALFN events mobile event app.
Setup, testing and processing event registrations, online purchases and other related resources and products.
Update and manage the ALFN Event Mobile App for all four ALFN in-person events.
Maintain SharePoint file folders and uploading of documents to create hyperlinks.
Formats press releases for distribution and sends to industry publication contacts and posts updates to ALFN.org.
Develops and sends post-event surveys for event attendees, sends follow-up communications to complete and reports on results.
Format and update other surveys as may be required, with reminders for response.
Update committee pages and manage participant lists and content on each committee page for committee member access.
Manages webinar speakers and all required pre-webinar tasks.
Manages the webinar technology during ALFN webinar presentations.
Edits submitted PowerPoint presentations for accuracy and correct formatting.
Formatting GoToWebinar registration link with all updated information for each webinar, and approval of attendees that register.
Manages the invoicing process and collections for non-members for the webinar fee, and attorneys for CLE fees (when applicable).
Sending all materials and information for each webinar to registered webinar attendees before and after each webinar.
Manage GoToStage to upload all recorded webinar videos and content to the correct channels.
Update webinar page on ALFN.org with upcoming webinars when registration for each webinar is made available.
Manage collections from accounts receivable report on a monthly basis, and send reminders to those that are outstanding on payments.
Notify accounting of new invoices that are sent with correct description and coding for QuickBooks.
Verify invoices are entered into the AMS and updated when payments are made, and accuracy of transactions and coding to QuickBooks for all purchases made through the AMS. Verify correct QuickBooks account codes for all transactions on our websites.
Input annual renewal invoices into the AMS, and export PDF versions of invoices.
Track and update annual membership renewal invoices and attrition on a monthly basis.
Coordinate payment plans with members and sponsors, process monthly installment amounts, and send any payment plan invoices with follow-up for payment.
Assist the CEO where needed to track and update budget spreadsheets for events and accurately verify profit/loss and budget vs. actual reports for each event.
Work with accounting on collecting W4 forms for 1099 submissions.
Audit all e-store purchases on the website during month end to verify they are being coded to the correct QuickBooks account codes.
Coordinate with accounting on 401k plan administration and reporting.
Member and Other Communications
Receive and initiate phone calls from/to Members as needed (sponsorship solicitation, payment reminders and others).
Phone calls to members and clients to solicit attendance at events or for other purposes.
Draft and send emails to members and clients with follow-up for response where needed.
Proofreading and editing of submitted articles and content in ALFN publications, membership directory, marketing emails and other outgoing communications.
Other Administrative Duties
Assist the CEO with scheduling board calls and communicating where instructed to the board, preparing materials for meetings and taking minutes of each board meeting.
Assist the CEO with preparing and executing contracts when instructed, with CEO’s approval and signature
Assists with travel arrangements for Board members and Staff when needed.
Assists the CEO as needed with agenda preparation and compiling minutes for other organizational calls and meetings.
Assist with email communications and calendaring as needed.
Bachelor’s Degree preferred, or equivalent education and work experience.
4+ years of experience working in an administrative support, communications, events or other coordinator level role.
Prior experience with event planning is preferred, with emphasis on events for non-profit associations.
Past work experience for non-profit associations is preferred, or other relevant work experience with for-profit companies. Background working with associations in the financial services or legal services industry, or for other attorney or licensed professional organizations.
Extraordinary organizational and detail-oriented skills are required.
Exceptional customer service skills.
Strong skills in Microsoft 365 and related Microsoft Office software’s.
Excellent written and verbal communication skills.
Strong service orientation and self-motivated.
Cooperative attitude; team player with ability to work effectively in a small staff association.
Have an ability to manage multiple projects/deadlines simultaneously and independently.
Trustworthy, honest & ethical. Must exercise high degree of professionalism and confidentiality in all aspects of role. Handles details confidential in nature.
Ability to sit at an office desk or other workstation area and operate a computer and other technology needed to perform your job for long periods of time.
Ability to telecommute 100% of the time and work from your home, with a quiet office space in your home designated as your work space.
Ability to do light travel when needed for conferences & meetings, approximately 5-8 trips per year (2-4 days avg. per trip).
Active interest in growing your career in association management.
The American Legal & Financial Network (ALFN) is a national non-profit trade association, the largest of its kind in the financial services industry, with membership opportunities for law firms, trustees, vendors and mortgage servicers. ALFN offers its members education, advocacy, leadership, events & networking.