Aenc Staff Assistant 2013

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Aenc Staff Assistant 2013

  1. 1. AENC Staff Assistant AENC (Association Executives of North Carolina) is a professional association composed of individuals who work for associations and those who work for organizations who provide products, programs and services to associations. Our Vision: Association Management will be widely recognized as an esteemed profession that improves the lives of North Carolina citizens. Our Mission is to advance the field of Association Management by providing networking and professional development, while increasing the recognition of the Association Community. Contact: Jim Thompson, CAE, IOM, Executive Director (919) 848-8255 jim@aencnet.org Office Location: 7511 Mourning Dove Road, Suite 102, Raleigh, NC 27615 Work Days: Monday- Friday (specific days to be determined) Office Hours: 9 AM – 5 PM (specific times to be determined) Dress: Business Casual for the Office (except when meetings are held in the office). For off site events, Professional Attire is required unless otherwise noted. Pay: $10/hr The person working in this position will experience various aspects of working for an association in a professional office environment. They will assist in planning, execution and participation in events produced by AENC. They will work in the areas of publications and communications. They will assist with general office operational tasks and learn to operate office equipment. The position requires that the individual must: Be organized and able to handle multiple projects, Be detail oriented, Be intuitive and inquisitive, Be able to show initiative and interest in learning new things, Have good communication skills (oral and written), and use correct business grammar Have computer skills (MS Office – Excel – Word – Outlook – web search). The individual will: Execute professional office administration, Execute proper planning and protocol for meetings and events, Understand how nonprofit associations work and are managed, Use proper business telephone and email etiquette, Learn and use the membership data base, Participate in fundraising efforts and activities, Participate in research projects, and Work with marketing materials and publications, including copy proofing and editing.
  2. 2. This is a general list of tasks. Other similar tasks may be required. Administration Answer phones and direct calls appropriately. Learn to operate general office equipment (copier, scanner, postage machine, phone system.) Assist with mailing and filing as needed. Meetings and Events Luncheons Prepare badges with appropriate ribbons or holders or food requests. Prepare signs and print handouts as needed. Work at registration desk, greet attendees. Recycle badges at end of event. Maintain supply of badges and ribbons as needed. Assist with loading/unloading. Trade Show Prepare badges with appropriate ribbons or holders or food requests Prepare signs and print handouts as needed. Work at registration desk and/or Resource Guide Desk. Recycle badges at end of event. Maintain supply of badges and ribbons as needed. Assist with loading/unloading. Maintain spreadsheet of exhibitors. Maintain spreadsheet of door prizes. Assist with preparing PowerPoint for door prizes. Scan and prepare PDF of attendee profiles. Assist with tote bags (stuffing with information) on site. Follow up to secure information needed (full contact information on exhibit representatives). As requested, contact prior exhibitors and encourage participating. Silent Auction Copy materials needed for auction as needed (list of items, tent cards, bid sheets, etc.). Golf Outing Prepare badges with appropriate ribbons or holders or food requests. Assist with stuffing bags. Assist with on site registration. Follow up to secure information needed (handicaps, full contact information on all players and sponsor representatives). Annual Meeting Prepare badges with appropriate ribbons or holders or food requests. Secure shirt sizes on committees (Silent Auction & Annual) & mail in advance of event. Assist with on site registration. Follow up to secure information needed (handicaps, full contact information on all players and sponsor representatives).
  3. 3. Legislative Reception (January of odd numbered years and May of event numbered years) Prepare badges with appropriate ribbons. Prepare signs and print handouts as needed. Work at registration desk. Recycle badges at end of event. Maintain supply of badges and ribbons as needed. Assist with loading/unloading. General Meetings (Committee, board, etc.) When a meeting is being held in the AENC office, have refreshments on hand (coffee, tea, soft drinks, etc.). Reset the meeting room after the event. Membership Prepare prospective member kits and send out as needed. Maintain supply of items for prospective and for new member kits. Prepare and send out New Member kits. Assist with maintaining data base. Publications & Communications Resource Guide & Membership Directory Record updated information on profiles. Secure photos of members for the Guide. Proof Resource Guide. Mail out Resource Guides after Trade Show. Success by Association Magazine Assist with proofing. Mail out advertising invoices. Website Review AENC website for updates and corrections as needed. Social Media Assist with some aspect of our social media, including: Facebook, Twitter, LinkedIn, etc.

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