We are looking for an Administrative Assistant who will be responsible for performing administrative duties to support the executive office and membership.
Member Services (50%) - responsible for supporting member recruitment and retention, member onboarding, and the membership database. Other duties include tracking membership statistics, responding to member requests, light website maintenance, mailings, reception, and inventory.
Conduct monthly member invoicing and follow up with those who are past due, including tracking and reporting.
Maintain the membership database, updating member records, processing dues payments, providing reports as needed and ensuring the overall integrity of the database (complete and accurate information).
Provide primary coverage of the phones and info email account to respond to member inquiries and requests for assistance. Provide personable and professional customer service to members and prospective members.
Coordinate and welcome new members with welcome materials and certificates.
Help develop and send member communications such as email announcements, birthday celebrations, and newsletter and website updates.
Responsible for greeting office guests.
Manage incoming and outgoing mail, FedEx and other packages.
Maintain website for membership, chapter and Corporate 100 sections.
Provide support for awards and fellow applications, chapter awards, corporate 100, special interest groups, and member surveys.
Provide support for the Chapter Leadership Forum.
Support the Membership and Marketing Director with other duties as needed.
Executive/Administrative (50%) – responsible for supporting the chief executive officer with board meeting preparation, foundation support, and general administrative functions.
Serves as the primary liaison with the building management and engineers to ensure the overall environment, including climate control, level of cleanliness, operation of equipment and general appearance is maintained.
Maintains office efficiency by planning and implementing office systems, layouts and equipment procurement, including phones, A/V, laptops, copiers, fax, mail machine, coffee and water machines, etc.
Maintains office services by organizing office operations and procedures; designing filing systems; reviewing and processing supply requisitions; monitoring administrative functions.
Assists CEO with items such as preparation of meeting agendas, board packages and taking detailed meeting minutes; assisting with travel arrangements and preparing expense reports; and updating governance documents.
Schedules and coordinates board and committee meetings.
Coordinates birthdays, staff celebrations, staff training and retreats, holiday parties, etc.
Support the overall goals and objectives of the team and Society.
Other duties as assigned.
** Please include salary requirements and cover letter when applying
Bachelor’s degree in business administration, English, communications or marketing, or equivalent experience.
Excellent organizational and prioritization skills; able to handle multiple tasks, projects and priorities effectively and professionally.
Ability to work well in a small, high-energy organization; a team player willing to take on new challenges with demonstrated ability to partner with staff and member volunteers.
Strong verbal and written communication skills, including excellent telephone manner.
Excellent, articulate, personable and diplomatic customer service skills.
Creative, flexible and self-motivated.
Possess a positive, team-player attitude.
Proficiency in MS Office 365 and willingness to keep up with evolving technologies and learn new platforms as required.
Up to 5% travel.
Additional Salary Information: SFPE offers a very generous benefits program, including 27 days starting PTO, 11 paid holidays, flextime, 6% 401K match, health insurance coverage for self and dependents.
About Society of Fire Protection Engineers
SFPE's mission is to define, develop, and advance the use of engineering best practices; expand the scientific and technical knowledge base; and educate the global fire safety community, in order to reduce fire risk. We have over 4,600 members and 102 chapters worldwide.