Raybourn Group International (RGI) is seeking a full-time meetings and member services coordinator to serve an international association client.
RGI is an AMC Institute Accredited Association Management Company. We provide outsourced association management, event planning and consulting services for dozens of non-profits, trade associations and professional societies. Founded in 1988, RGI manages associations of varying sizes and budgets, ranging from local, to regional, to national, to international. On a daily basis, we provide a number of services for our clients, including strategic planning, financial management, executive management, membership development, marketing/public relations, publications and social media, educational/professional development, and meeting/event planning, among others.
Supporting the client, its members and client team by handling daily tasks related to meetings and membership.
General Meeting Responsibilities
Manage maintenance of online registration system and process
Manage in-person registration and run the onsite registration desk including managing any applicable volunteers
Follow up on accounts receivable for meeting purchases
Assist members in registration or meeting purchases
Follow up on complimentary registrations for exhibitors, sponsors and speakers
Manage and track speaker information submissions to ensure all needed information is collected
Compile all needed onsite materials, scripts and other supplies as identified during planning
Directs the packing and shipment process for all onsite meetings
Responsible for reviewing the attendee list to ensure accuracy for name badges and included recognition
Manage meeting registration reports
Complete event check-in in database to update certification continuing education units
Annual Conference, Regional and Collaborative Meeting Responsibilities
Distribute exhibitor and sponsor confirmation
Manage the exhibitor and sponsor follow-up process to ensure all necessary benefits and visibility are provided
Assist in providing content updates to event microsite
Other duties as assigned to support the client team
Assist in venue, hotel block and other related research needed to determine how to move forward with the meeting
Review, track and compare reports or documents received from vendors
Produce attendee materials for shipment to meeting sponsors
Communicate registration numbers to meeting sponsors
Serve as the moderator and host for monthly webinars
Add webinar recordings to the online store and coordinate with Marketing for follow-ups
Support new member application process and lead new member outreach drip-campaign
Onboard new members
Create monthly membership reports and dashboards
Track engagement activity alongside engagement plan
Assist with annual award program
Coordinate the administrative aspects of the certification program, including all front-line questions, connecting candidates to appropriate third-party resources, candidate notifications of exam status and recertification process
Coordinate the administrative aspect of the Company Accreditation program, including application support, criteria review, applicant notification and reaccreditation process
Assist in developing Board packets, meeting preparation and follow up requests to board leadership
Daily accounts receivable processing
Monthly ledger and accounts receivable reporting
Monthly accounts payable processing
Generate, prepare and distribute sales orders
Sort and distribute all mail
Respond to telephone and email inquiries
Schedule and manage necessary all team meetings
Schedule task force and work group meetings
KNOWLEDGE AND SKILL REQUIREMENTS:
Applicant should demonstrate the ability to coordinate all phases of member service and support events working in close harmony with the Chief Executive Officer and other staff, and have:
Ability to produce professional documents using Microsoft Office programs especially Outlook, Word and Excel;
Strong interpersonal, written and oral communication skills;
Strong attention to detail while keeping the overall goal(s) of a project in mind;
Ability to effectively handle multiple, concurrent tasks;
Prioritize and meet deadlines;
Confidence to engage with the team to reach common goals and solve problems;
Initiative to take on projects on your own and foresee potential problems and tasks;
Ability to use available resources to complete assignments;
Willingness to continually learn new things;
Ability to recognize potential problems and develop a solution;
Ability to deliver excellent, solution-focused customer service via email, in person, and on the phone;
Discipline to successfully work without close supervision;
Ability to efficiently work in database systems (experience with Salesforce is welcomed, but not required);
Preferably worked with associations, as a staff member or volunteers, and have been in public-facing customer service roles;
Bachelor’s degree preferred or 1-2 years of related work experience.
Ability to travel overnight to events for a total of 11 – 12 days during the year.
Otherwise, the position’s normal work hours are 8:00 a.m. – 5:00 p.m. Monday through Friday at the office of Raybourn Group International. Telecommuting or flexible work options may be discussed.
This position posting is not intended to be and should not be construed, as an all-inclusive list of all responsibilities, skills, efforts, or working conditions associated with the position. While it is intended to be an accurate reflection of the overall position requirements, management reserves the right to modify, add or remove duties and to assign other duties as necessary.
To apply, send resume to email@example.com or apply through this portal. Please, no phone calls.
Placing your organization in the care and custody of an association management company is a significant statement of trust. You can count on our professional staff to respect your past efforts and to be a caring, faithful partner for the future. Our corporate culture is defined by hard work, fair play and attention to detail. The RGI staff professionals are carefully selected to meet the needs of the association for which they work and are trained to manage a world-class organization with the enthusiasm needed to inspire, motivate and lead your industry or profession.