.50 FTE ADMINISTRATIVE ASSOCIATE - EVENT SUPPORT

Job Description

.50 FTE ADMINISTRATIVE ASSOCIATE-ADMINISTRATIVE SUPPORT

Job Title: Administrative Support – Event Support

Effective Date: July 1, 2022

Reports to: Vice President – Operations

Location: Saint Louis Area preferred, but can work from home

POSITION SUMMARY:

The programmatic work at NBA has grown exponentially over the past ten years, and because of this growth and the desire to continue to invite others to participate in this ministry, there is a need to expand the support staff available for event planning and event onsite support.

The Administrative Associate – Event Support will coordinate with NBA’s program department one the multiplicity of in-person events that happen in a year. A successful Administrative

Associate will be hospitality driven, organized, and calm under stress, and have the ability to represent NBA in professional settings as the representative of the organization to location contacts, caterers, hotel managers, and other program support.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Overall event consultation for program, marketing and development (this includes things like donor events, program events, Board meetings, and staff meetings)
• Research and decision partner in choosing and securing locations/sites for events
• Manage participant registration and communication pre-event through evaluation in coordination with event leads.
• Plan and manage logistics for all events (transportation, housing, meeting space needs, supply needs)
• Manage hospitality, meeting space, hotel needs, food and snack needs
• Manage expenses and expense reporting and reimbursement to participants
• Onsite or online management at an event – the on-the-ground NBA “go-to” person to assist with the logistics of an online meeting, i.e. registration, questions in chat during a meeting; assist the presenters in any online needs
• Manage follow-up evaluations
• Ability to support hybrid events
• Ability to support virtual-only events

REQUIRED SKILLS AND ABILITIES:

• Excellent verbal, written and interpersonal communication skills
• Possess extensive computer knowledge of spreadsheets and event planning processes
• Competency in MS Office Suite
• Ability to manage and protect confidential information
• Self-starter able to receive an assignment and carry it through to completion with minimum supervision
• Must have excellent organizational skills and ability to prioritize work
• Accuracy and attention to detail
• Ability to work alone and alongside others
• Ability to solve problems in real time
• Ability to work with a diverse community of partners

EDUCATION AND EXPERIENCE:

• 2-3 years of proven, event management experience; hospitality focus a plus
• Bachelor’s Degree or equivalent experience preferred
• Proven ability to manage multiple priorities with a calm presence
• Continuous on-the-job learning and knowledge building
• Ability to work alone and alongside others

WORK ENVIRONMENT:

• The ideal candidate would live in the Saint Louis area and be able to work from home.

There is openness to a person living outside the St. Louis office if they bring the right skills. Extensive use of technology required and proficiency in this is necessary. * Prolonged periods of sitting at a desk and working on a computerPHYSICAL REQUIREMENTS:

• The ability to communicate in person, on the telephone, and via email.
• The ability to lift materials up to 40 lbs. and, when traveling, to manage luggage up to 50 lbs.

TRAVEL REQUIRED: Moderate: 10 – 15 Events per year

EQUAL OPPORTUNITY EMPLOYMENT:

The National Benevolent Association is an Equal Opportunity Employer. The National Benevolent Association, in affirmation of its commitment to excellence and cultural relevance,endeavors to provide equal opportunity for all individuals in its hiring, promotion, compensation and employment practices. Organizational decisions regarding hiring, promotion, compensation and human resource practices will be based upon a person’s qualifications and/or performance without regard to race, color, creed, national origin, sexual orientation, disability, pregnancy, age, gender, gender identity or gender expression, genetic information, military status, or religion, except where religion is a bona fide occupational qualification. This policy extends to every phase of the employment process including: recruiting, hiring, training, promotion, job assignment, compensation, benefits, transfers, reductions in force, terminations, and organization-sponsored educational, social, and recreational programs. (From The Employee Handbook for the National Benevolent Association, page 8)

TO APPLY FOR THIS POSITION:

Please send a letter of interest and a current resume in PDF via email to:

DCartwright at nbacares.org with subject line: ADMIN ASSOCIATE.

DEADLINE: FRIDAY, JUNE 17, 2022, at 5:00 p.m. Central

May 2022 Page 3

Job Type: Part-time

Pay: $25,000.00 - $29,000.00 per year

Benefits:

• Employee assistance program
• Flexible schedule
• Flexible spending account
• Paid time off

Schedule:

• Weekend availability

COVID-19 considerations:
All employees must be fully vaccinated (including a booster if more than 5 months from your vaccinations.) Masks required in large gatherings. Masks always an option for every employee. COVID19 sick days added if someone contracts COVID.

Experience:

• Event Planning: 3 years (Required)
• Administrative: 3 years (Required)

Work Location: On the road