The core duties and responsibilities of the Administrative Support Specialist revolve around supporting others with all NEEBC functions. This principally includes event programming, membership and sponsorship tactical activities, customer service, and operational support. Her/His job duties can vary widely, not just from job to job, but from day to day at the same job. The ideal incumbent views herself/himself as a critical member of the NEEBC team.
Part-Time: 28 hours per week (Monday through Friday). Additional time will be scheduled as needed during seasonal and programming spikes, with requests shared in advance with the Administrative Support Specialist.
“Parents’ hours” welcome, with workdays planned to start at 9am, or 8am on program dates.
Traditional office suite with modern conveniences, including neighboring walking paths, on-site-gym and cafeteria.
DUTIES AND RESPONSIBILITIES
Provides overall administrative support to all NEEBC team members.
Administers data entry for membership transactions, including program registration, new or changed memberships/member profiles. Tracks invoices, accounts receivables, and payments. Assigns classifications to database entries.
Ensures NEEBC database(s) and profile integrity by:
Cross-referencing program registrants to existing profiles stored in membership software (ASM), “Memberclicks” (MC). Frequently and concurrently updates MC profiles/records as part of routine maintenance. Same required for sponsors, speakers, etc.
Performing periodic (e.g., monthly) database audits and needed scrubbing to include bounced emails IDs, duplicate profiles, etc.
Staying abreast of software updates and maintenance and alerting Executive Director of implementations planned by vendor(s).
Provides event programming- and conference-related execution, including:
Performing data entry related to programming, including program information and/or companion resources/materials stored on NEEBC’s website.
Preparing attendee materials, to include collating, assembling, duplicating.
Creating satisfaction surveys according to master templates.
Supporting program checklists and using recordings.
Troubleshooting attendees’ issues related to virtual programs.
Serves as team member on, and may lead, various NEEBC special projects. Tracks milestones and deadlines.
Encourages, as front-line client contact person, program, membership, and sponsorship sales (e.g., “upselling”) by encouraging callers, emailers and visitors about the benefits of the NEEBC community. Refers prospects to other team members, as needed.
Greeting visitors, maintaining conference room, and supporting catering, as directed.
Creating, as directed by teammates, Word documents, PowerPoint slides, Excel Spreadsheets, or other similar deliverables.
Scheduling meetings (including team meetings) and maintaining calendars, as directed.
Preparing communications, such as emails, invoices and/or reports, as directed.
Creating and maintaining office filing systems, both electronic and physical.
Maintaining inventory and ordering of office supplies and equipment, coordinating repair and servicing of equipment; makes recommendations for upgrades.
Supporting light account management and bookkeeping.
Coordinating documents: copying, scanning, mailing; operates postage meter and other similar office tools.
Operating all meeting tools and devices for effective outcomes (e.g., Zoom, Microsoft Teams, conference phone, webcams, SharePoint, etc.)
Submitting work orders to property management; liaison to on-site property management coordinator.
Oversees and serves as superuser/subject-matter-expert (SME) on NEEBC phone system(s) (e.g., voicemail greetings remaining current, maintaining general voicemailbox, staying up to date with system upgrades and new functionality, etc.). Support team members with high-quality functionality (e.g., forwarding to mobile phones when OOO, checking voicemail remotely, etc.). First responder for answering phones and addressing inquiries.
1-2 years of progressive office experience supporting professionals or equivalent.
Proficient with word processing, spreadsheet and data base software, specifically Microsoft Office Suite (e.g., Word, Excel, PowerPoint, Outlook, Teams).
Exhibited habits on attention to detail and accuracy.
Demonstrated history indicating an ability to learn and use daily NEEBC’s MemberClicks database system (training provided).
Experience with file-sharing technologies (e.g., Microsoft SharePoint, Google docs, etc.) preferred (training provided).
Comfort in using Zoom, social media tools (e.g., YouTube, LinkedIn, Instagram, Twitter), association mgt systems, SurveyMonkey, polling software, and Dropbox is valued.
Excellent customer service skills and interpersonal skills.
Ease with technology.
Strong verbal and written communication skills.
Ability to handle sensitive and extensive confidential data. Discretion and good judgment in handling member and financial matters.
Flexibility and willingness to learn new tasks.
Adept at multitasking, handling a large variety of details, independently problem solving and working with all stakeholders.
As the region’s leading source of unbiased employee benefits and total rewards education and information, we encourage the next generation of employee benefits professionals through scholarship and mentoring and facilitate the development of our current members and the entire employee benefits community through accessible resources, education, thought leadership and by fostering positive connections and professional relationships.
Our vision is to create a collaborative, dynamic, wide-ranging, and diverse community of benefits professionals to foster the innovation and success of organizations’ total rewards objectives and pursuit of competitive talent while balancing economic demands.
The New England Employee Benefits Council (NEEBC) is the association for employee benefit professionals. We are the definitive leader in advancing knowledge and facilitating networking for employer benefit practitioners, consultants and providers of services. Each year, more than 2,000 professionals and 100 speakers participate in our cutting-edge programs in all areas of employee benefits. NEEBC's programs provide ideas, solutions and strategies to meet the complex challenges of today's employee benefits landscape in an exceptional professional development environment.