Administrator, Global Engagement Programs

Position description

Title: Administrator, Global Engagement Programs              

FLSA Status: Non-Exempt

Supervisor: Program Director, Global Industry Engagement             

Location: US-Fairfax*

Department: Global Industry Engagement                

Alt Work Eligibility:     CWW-Y, Telework-Y, Remote-N*

 *while regular in-person attendance in the office is not required, candidates must be able to access Fairfax, VA corporate office as needed to fulfill job duties*

 Level:   Staff

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Starting base salary range is $45,000-$50,000. Individual compensation will be commensurate with the candidate’s experience. Full benefits are available and the position is eligible for the Staff level annual bonus program.

Why You’ll Love Working Here:

• AVIXA is a global organization that celebrates diversity of thought, background, demographics, and experience. Learn more about us!
• The AV industry is truly inspiring, changing how people experience the world.
• We’re headquartered in Fairfax, VA but also have a widely distributed team. We recognize that talented people live all over the world.
• Our team likes to have fun and enjoy a good meal, even when we’re not together. We also expect everyone to have a strong opinion on whether a hot dog is a sandwich!
• Our values: Trust, Heart, Courage. No buzzwords here. We take these seriously and live them every day.
• Our people: you will be surrounded by some of the most talented, supportive, smart, and thoughtful leaders and teams.
• It’s not all about work: generous PTO and holiday time off, flexible working hours, option for a Compressed Work Week (i.e., 9/75 work week, or every other Friday off)
• The perks: AVIXA offers comprehensive medical, dental, and vision benefits, 401k plan with company matching, pet insurance, learning and career development opportunities, education assistance, and more!

Summary of Position: 

AVIXA is seeking a program Administrator to join our dynamic team. The ideal candidate has program fulfillment experience, high-level of organization, and willingness to handle several administrative tasks, allowing the Global Industry Engagement department to function smoothly.  This person is also self-motivated, with strong time and task management skills. 

The program Administrator reports to the Program Director and serves as a connector of internal stakeholders, tracks fulfillment tasks, and closes the loop on deliverables to achieve program success. 

This person assembles and distributes AVIXA member program deliverables, both internally and to external clients. The Administrator supports program success through scheduling events, maintenance of shared calendars, communicating program metrics with outside partners, and supporting department operations. As the point person at AVIXA headquarters, this person will also serve as main GIE contact for shipping materials to regional events throughout the year.

Major Duties & Essential Responsibilities:

PROGRAM FULFILLMENT – 40%

• Collaborate with internal stakeholders to ensure delivery of member program components. 
• Liaise with external sponsors to collect logos, digital ads, panelist info, and various contracted assets.
• Assemble contracted metrics upon program completion and distribute to clients.

PROGRAM SUPPORT – 30%

• Maintain shared GIE program calendars and distribute resources for meetings 
• Manage meetings and minutes for AVIXA Foundation Board of Director meetings 
• Schedule member events with venues and outside vendors

PROCESS SUPPORT – 20%

• Manage registrations, program reports, and inventory tracking 
• Maintain performance data via CRM reports and spreadsheets
• Maintain Standard Operating Procedures (SOPs): review annually; contribute to new SOPs when appropriate. 
• Identify legacy processes and operations for possible automation.

 INVENTORY MANAGEMENT – 10%

• Maintain accurate inventory records and alert when low stock for reorder.
• Coordinate shipments from AVIXA headquarters to regional events and industry trade shows 
• Travel to member events or industry tradeshows when appropriate (less than 5%)

 Other duties as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education:  Bachelor’s degree or equivalent education and/or experience preferred.  

Experience Level:  Previous administrative experience or equivalent work experience in a relevant field, preferably at least 1-year experience working with association management.

Technical Skills:

• Working knowledge of customer relationship management (CRM) systems and online collaboration tools. Experience or knowledge of Salesforce and ClickUp is preferred. 
• Working knowledge of online collaboration/webinar tools like MS Teams or Zoom extremely helpful.
• Highly experienced with MS Outlook and Office suite (Word, Excel, PPT).
• Technology savvy and comfortable learning new software.
• Strong communication, oral and written, as well as listening, processing, summarizing, and disseminating information to a variety of internal and external stakeholders.
• Excellent forward thinker and problem solver.

Other preferred skills:  Not-for-profit knowledge, client relationship skills, event experience.  Successful candidate must be highly organized, have great time management skills, and be able to prioritize their work for multiple concurrent projects and tight deadlines.

This description describes the general duties and responsibilities of the position.  It is not a complete list of duties and the employee may be required to take on additional duties and responsibilities as required by the needs of the association.

EEO Policy Statement:  It is the policy of AVIXA to provide equal employment opportunities to all qualified persons, and to recruit, hire, train, promote, and compensate persons in all jobs without regard to race, color, religion, age, sex, national origin, disability, sexual orientation, or any other category protected by law.

Application instructions

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