Engagement Administrative Assistant

Company: Society of Actuaries
Location: Schaumburg
Posted on: May 7, 2022

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