SUMMARY:

The Office & Special Projects Administrator is responsible for working with the President & CEO and Association staff on numerous special and ongoing projects related to the Association office, Boards of Directors, Committees, membership, events, and communication. Often serving as the first point of contact for Association members, consumers, other stakeholders, and the public, the Office & Special Projects Administrator will also play a supporting role as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Board of Directors Activities

1) Work with the President & CEO and respective Board chairpersons to establish Board meeting schedules, locations, physical meeting space needs, and food and beverage requirements.

2) Gather, organize, and distribute respective Board meeting materials, including follow-up with assigned staff members and vendors.

3) Develop respective Board meeting minutes and distribute for approval.

4) Coordinate the respective Board nomination and election processes in compliance with Association Bylaws.

General Office Responsibilities

1) Maintain familiarity and confidence in Association member database and ensure accurate entry.

2) Answer Association’s main telephone line during business hours and assist callers, including but not limited to providing information on Association website, events, and directing callers to appropriate staff colleagues.

3) Monitor Association’s general email account and assist members and consumers, including but not limited to providing information on Association website, events, and directing emails to appropriate staff colleagues.

4) Process incoming and outgoing U.S. Mail, including consumer and member requests for Association publications.

5) Manage master Association schedule of events with all relevant national and state industry events.

6) Maintain office supplies and inventory, including Association letterhead and envelopes, paper, other office supplies, kitchen, and cleaning supplies.

7) Ensure timely and orderly filing of Association documents.

Other

1) Provide periodic administrative support to President & CEO, including tasks as assigned such as travel and meeting arrangements, event registrations, Association holiday and sympathy greetings.

2) Provided administrative support to special projects, including but not limited to, HARVEST Educational Foundation scholarship and grant application, review, and awarding process.

3) Support the overall goals of the organizations by performing duties as assigned and collaborating across departments to enrich membership experience.

4) Participate in the planning and execution of Association special events, including but not limited to conferences, educational programming, trade shows, consumer-facing shows, and other meetings.

Continuing Personal and Professional Growth

1) Attend training sessions that will improve the skills necessary to perform responsibilities.

2) Develop and maintain contemporary knowledge of Association industries.