MBA CSEA seeks a highly skilled and effective Executive Assistant with experience working in a fast-paced environment to support the Executive Director, committees and membership. The position is critical to ensuring that the organization operates smoothly and effectively and the mission and goals are achieved, with a strong focus on organizational efficiency. The position reports directly to and receives duties and responsibilities from the Executive Director in a one-on-one working relationship.
The total work hours vary on a weekly basis based on event timing. During non-peak times, the average hours per week are 30. During peak times (typically March, April and June), hours could reach 40 – 45 per week.
Work hours are at the discretion of the employee, however it is expected that a majority of hours will be between 8 am and 5 pm Monday through Friday in order to closely align with when most communications are delivered. During occasional international events (generally twice per year), the employee may be asked to work outside of normal work hours.
The position is mostly virtual, with the addition of in-person travel to the annual conference in the United States each year that the event is held in person. If feasible based on location, the Executive Assistant may meet with the Executive Director in person depending on need.
Membership management: serve as the first point of contact for member inquiries and provide assistance/referrals as needed; reset member passwords, verify memberships, answer questions about how to join and how to use the web site, transfer memberships upon request, send membership communications and renewal notices, produce reports, assist Executive Director with membership reporting and tracking, maintain and archive monthly membership reports
Event assistance: create event registration forms and web sites using platform provided (no coding skills are needed), make edits to registration forms and event web sites as needed, answer questions from attendees, audit registration lists on a regular basis, send communications to registrants, follow up with those who haven’t completed their registration, transfer registrations, collect information from and maintain communication with sponsors and exhibitors, follow up with speakers to collect information, coordinate shipping to and from conference site for in-person events, provide additional proofing for event web site and print materials, place orders for supplies needed prior to in-person events, collect presentation materials from speakers for member use, manage on-site registration for in-person conference in the U.S. (manage temporary staff, on-site check-in and registration material distribution, serve as an information hub for questions throughout the event, serve as a logistics point of contact for sponsors and exhibitors), set up and manage technology platforms for virtual conferences and other events, troubleshoot issues with event technology platforms, work closely with technical support team to ensure seamless virtual events
Marketing assistance: manage Linkedin group, assist with posting social media content as needed, distribute pre-written marketing communications to members and non-members through content management system
Web site assistance: make updates to web pages as needed, perform data clean-up of membership records,
Online community: manage member engagement in online community; distribute communications to remind members of the benefits of utilizing the community; work with volunteer community moderators to guide and encourage use of the community; maintain communication with technology provider to ensure high quality service for members
Training: attend ongoing training as needed and instructed to ensure successful achievement of objectives
Documentation: ensure proper documentation of job duties and procedures to maintain consistency and quality of work
Other duties to include: participate in committee meetings via phone and video, data entry.
Other responsibilities as needed
Self-starter with ability to work well independently, as well as with virtual teams
Customer-focused multi-tasker with strong attention to detail
Demonstrated track record of serving as a trusted member of a highly functional team
Strong familiarity with Microsoft Office programs, including Excel, Word and Outlook
Familiarity with Internet-based technology such as event management and content management systems
Strong level of comfort with technology, with ability to easily learn new platforms as needed
Experience working with technical support teams and troubleshooting technology issues
Event management experience (both pre-event and on-site)
Familiarity with social media, including Linkedin, Facebook and Twitter
Experience and high comfort level working in a virtual environment
Superb written communication skills (email in particular)
Ability to maintain flexibility and work well under pressure in a changing environment
Experience working with associations and/or non-profit organizations
Experience working with volunteers
Telecommuting is allowed.
About MBA Career Services & Employer Alliance
The MBA Career Services & Employer Alliance (MBA CSEA) is a global non-profit association that brings together business schools and employers for networking, learning and conversations that drive the future of the industry. We have 700 - 800 members representing over 200 organizations around the world. Member benefits include three annual conferences, ongoing webinars and virtual round tables, virtual networking opportunities, research, and standards that business schools use for collecting and analyzing employment data. We are a small staffed organization that benefits from the involvement of over 100 volunteers who serve the association through committees and resource groups.