Engagement Administrative Assistant
Company: Society of Actuaries
Location: Schaumburg
Posted on: May 7, 2022
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Job Description:
Engagement Administrative AssistantProvide the administrative
support that in turn, provides services directly to section
volunteers and other SOA customers. ESSENTIAL FUNCTIONS: Roster
Maintenance: Maintain rosters under the direction of Staff Support.
These include councils/communities, friends, volunteer groups such
as networks, committees, and other annual "groups" such as elected
officers, newsletter editors, web liaison, etc. The information
needs to be current in Personify, locally (M Drive, Outlook), and
to volunteers (Listservs, POGs). Communications support: Handle
routine communications to volunteers or section/community members.
Distribute special communications under the guidance of other staff
members. Handle "polling" of volunteers for conference calls.
Review emails daily and route to the appropriate area of the SOA
for handling. Process incoming calls from section/community members
and connect them to the correct staff for questions and issue
resolution. In-person and Virtual Meeting Support: Work with staff
to handle meeting details (copies, name badges, recognition items,
schedule conference call lines, rooms, order food, set-up food and
escort volunteers) for in-person meetings. For virtual meetings,
secure access to platform, collaborate with staff and determine if
registration is needed and how best to handle it, send out
communication to attendees and provide support as needed the day of
the meeting. Section Leadership Webcast support: Work as a team
with Engagement Specialists to ensure all logistic and webcast
details are handled such as: reserve space, send out team meeting
notifications, send out save-the-date invitations, reminders and
track attendance and assist attendees with connections issues.
Engagement Department support: Order and maintains office supplies.
Assist when there are absences to ensure coverage. Handle logistics
for departmental or internal SOA meetings, including coordinate
one-on-one meetings for supervisors and their staff Prepare
spreadsheets and enhance presentations for Engagement staff.
Develop and submit Engagement staff expense reports. Assist with
staff travel arrangement issues. Complete expense reports in using
the appropriate SOA platform. Pull monthly section/community member
reports and distribute to Engagement team. Social Media: Approve
LinkedIn Groups. Periodically review each LinkedIn group to ensure
LinkedIn Group members are section/community members. Participate
in Engagement Projects: Collaborate with Engagement team on
projects and initiatives to facilitate and enhance member
engagement offerings. This may include supporting another
Engagement Team member or working on specific project activities.
Continuous improvement: Participate in project post-experience
evaluations, plus/delta exercises, and regular process reviews.
Assist with other duties as assigned. EDUCATION AND EXPERIENCE
REQUIRED (an equivalent amount of training, education and
experience will be considered) Requires a High School diploma, an
Associate Degree preferred. Requires two (2) years of
administrative experience in a professional environment.
Administrative/operational experience in an association preferred.
Requires intermediate to expert level knowledge of Microsoft Office
software, including Word, Outlook, Excel, and PowerPoint. Exhibit
the ability to learn new software. KNOWLEDGE, SKILLS AND ABILITIES
including competencies that may be representative but not all
inclusive of those commonly associated with this position. Must
demonstrate the ability to be customer focusedMust have the ability
to work independently and in a team environment. Must have the
ability to communicate effectively (both verbally and in
writing).Hybrid work arrangementThe SOA will provide equal
opportunity to all employees and applicants for employment
regardless of actual or perceived race, color, religion, age, sex,
pregnancy, national origin, ancestry, disability (mental or
physical), genetic information, military or veteran status, marital
status, order of protection status, gender identity, sexual
orientation or any other category protected by applicable law. Such
action shall include but is not limited to: initial consideration
for employment; job placement and assignment of responsibilities;
performance evaluation; promotion and advancement; compensation and
fringe benefits; training and professional development
opportunities; formulation and application of human resource
policies and rules; facility and service accessibility; and
discipline and termination.This job description in no way states or
implies that these are the only duties to be performed by the
employee occupying this position. Employees may be required to
follow other job-related instructions and to perform other
job-related duties as requested, subject to all applicable state
and federal laws. Certain job functions described herein may be
subject to possible modification in accordance with applicable
state and federal laws. PI176876657
Keywords: Society of Actuaries, Schaumburg , Engagement Administrative Assistant, Administration, Clerical , Schaumburg, Illinois
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