Reports to:        Vice President for National Forums and Research Foundation

Created on:       2023

Location:            Hybrid (in-office and remote)

Position Overview:

• Provides programmatic, administrative, and logistical support to the National Forums program with a focus on recruitment and development activities.
• Provides administrative support to the Vice President for National Forums.

Primary Responsibilities:

• Recruitment and Prospect Development
  • Respond to requests for information about the program and group options from prospective applicants.
  • Meet with prospective applicants to review and explore group options.
  • Provide feedback regarding recruitment goals, the health of current Forums, and topics for new forums.
  • Assist Vice President in researching prospects for new concepts and existing Forums.
  • Participate in group planning calls led by the Vice President. Follow up with volunteers to confirm presentation topics.
  • Assist with the development and distribution of meeting agendas (DL Forum program and regular new forums).
  • Confirm continued member participation at the end of DL Forum terms.

• Application Process
  • Work with applicants to ID group possibilities based on compatibility.
  • In consultation with Vice President, compare applicant choices to program recruitment goals and group availability.
  • Act as applicant advocate in approaching leadership of viable forums.
  • Process and log in applications as they are received.
  • Troubleshoot difficult-to-place applicants and actively manage the waitlist.

• New Group Development
  • Assist in researching prospects for new concepts and existing Forums.
  • Participate in planning calls led by the Vice President.
    • Follow up with volunteers to confirm presentation topics.
  • Assist with the development and distribution of meeting agendas.
  • Confirm continued member participation at the end of DL Forum terms.

• Forum Speakers, Workshops, and Project Tours
  • Assist in research of and outreach to prospective presenters.
  • Assist in research and development of project tour and workshop options for the National Forums Symposium.
• Forum Leadership Support
  • Assist Vice President with Forums Advisory Group and leadership communications.
  • Compile and maintain a bank of forum discussion topics for use by leaders in the development of meeting agendas.

• Meeting Logistics
  • Before Meetings
    • Assist with forum meeting logistical planning in tandem with department staff.
    • Assist in the preparation and distribution of forum meeting materials.
  • Onsite
    • Provide on- and off-site meeting assistance as needed, including audio/visual support and logistics.
    • Provide backup for registration.
  • Post Meetings
    • Assist in processing bar tabs after meetings (invoice/track payments/prepare reports).

• Analytics

• Track program participation and attrition rates as the basis for developing group recruitment and management strategies, and reporting.
• Maintain participation data by chapter to identify recruitment opportunities and for reporting to chapter leadership.
• Run regular membership reports and maintain roster archive.

• Program Administration
  • Renewals
    • Assist in renewal/reappointment process, including the generation of invoices.
    • Process incoming payments, provide receipts, and track any special arrangements.
    • Follow up with members who are late in making payment—troubleshoot special delinquent cases and make contact as necessary. Refer cases to Vice President as necessary.
    • Log payments and ensure that tracking is up to date.
    • Generate payment status reports.
  • Collections
    • Assist with special cases in forum fee collections and interface with the Membership department on troubleshooting membership renewal issues.
  • Surveys
    • Assist in the preparation and distribution of satisfaction surveys after each Forum meeting.
  • Disseminate materials produced by the vice president designed to improve forum meetings and the overall experience for their members.
  • Disseminate group rosters to leadership on request.

Supervises:

No supervisory responsibilities

Preferred Qualifications:

• Any combination of training, education, and experience equivalent to graduation from an accredited college or university
• Three to five years prior experience in administrative positions related to: membership development; marketing; and project and/or program management.
• Ability to interact and work with top-level executives and internal customers effectively.
• Proven experience in a customer service role.
• High degree of emotional maturity and resilience.
• Ability to handle confidential information in a discrete and confidential manner.
• Creative problem-solver.
• Strong analytical skills.
• Strong oral and written communication skills.
• Ability to successfully handle multiple priorities, work under pressure, and adapt quickly to shifting duties and responsibilities.
• Exemplary planning and time management skills.
• Ability to multitask and prioritize daily workload.
• Proficient computer skills, including in the use of: databases; Microsoft Office Suite (Word, PowerPoint, and Excel); and scheduling programs.

About NAIOP

NAIOP, the Commercial Real Estate Development Association, is the leading organization for developers, owners and related professionals in office, industrial and mixed-use real estate. NAIOP comprises 20,000+ members in North America and advances responsible commercial real estate development and advocates for effective public policy.

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