Association Administrative Coordinator

Job Summary:Elevanta, an Atlanta-area AMCI-accredited association management company, manages several franchisee associations made up of franchise owners from multiple national brands (Burger King, Buffalo Wild Wings, QDOBA, Zaxby's, Meineke, Supercuts and more). Elevanta provides a variety of association management services including event management, publications, digital communications, government relations and a unique suite of member services. In particular is our state-of-the art self-funded employee benefits program. We are searching for an inquisitive and motivated professional who thrives on exposure to new and exciting opportunities. With the diversity of our organization and service offerings, this position could lead into a long-term career with a growing and unique company!The Association Administrative Coordinator performs administrative duties for multiple departments including Association Management, Communications, Meetings and Events and Vendor Sales. This position will also provide administrative services for various Elevanta client groups including Boards, and committees under management by Elevanta.Job Duties:High level administrative support using MS Office programsArrange conference calls for respective departments, including Board, officer and/or committee calls as assignedServe as recording secretary and take minutes for Board and committee meetings as assignedAssist in the managing the tracking system for all vendor salesEnsure company files are maintained electronically on server(s) by company and archive historical files as neededRespond to inquiries on own initiative and respond to correspondence when appropriateDevelop list of administrative priorities with each department headManage vendors after a sale is closed and ensure their ads are received for publications, logos for sponsorships, etc.Ensure all vendors registered as exhibitors have finalized all registration processes including reserving hotel roomsAct as liaison to boards and committees as assignedMaintain confidentiality on all mattersDocument board action items, track and assures follow-up by appropriate person(s), and ticklers for due datesTrack all internal projects as assignedProvide research, analysis, and support for special projects and prepare presentationsServe as the intermediary between the Association Managment, Communications, Vendor Sales and Meetings departments on all convention related projects. This role will ensure all processes are followed and nothing falls through the cracks.Prepare purchase orders in a timely fashionEnter vendor and member updates in association management software, MemberNationCreate and maintain files on vendor prospects, meeting and event ideas, sponsorship ideas, printing proposals, convention give-a-ways, fulfillment of sponsorship items, etc., presentations, project consultants, project participants, project files, organizational files and staff duties, and current/follow-up correspondenceServe as project team manager when assignedMaintain and prepare expense report file of receipts and match with appropriate invoices/credit card bills for review and signature then forward to accounting for reimbursementTrack and manage Board and Committee terms of officeAll other duties and functions as assignedQUALIFICATIONS/REQUIRED SKILLSCollege degree preferredThree (3) years related experience as Administrative Assistant to an executive, multiple department heads or any equivalent combination of education and experience.Experience as recording Secretary and taking meeting minutes required.Considerable knowledge and experience managing responsibilities of an executive, office practices and procedures, and perform with independent judgmentAdvanced knowledge of MS Office software and project management softwareConsiderable knowledge of grammar, punctuation, and spelling to edit and perform major proposals, reports, and correspondenceMust be able to multi-task and manage workload from multiple department headsAbility to organize and distribute work, prioritize tasks and meet deadlinesAbility to identify problems, research alternatives and resolve themCan handle sensitive information with the highest degree of integrity and confidentiality. Trustworthiness is at a premium for this position.Experience with Salesforce is a plus.TRAVELTravel up to 15% is required in this position.