The Administrative Operations Coordinator reports directly to the Director of Meetings and Operations. Qualified candidates should possess a degree from a 4-year university. The Coordinator will provide support to the President and CEO as well as Senior Staff, provide excellent customer service to the FMS Membership and vendors, be able to handle multiple projects, and be able to work in a fast-paced, detail-oriented work space.
Ideal candidates are proactive self-starters who are detail-oriented and able to manage time and multiple deadlines efficiently. Candidates should also possess strong oral and written communication skills and the ability to work well in a team environment. Knowledge of association management systems and Microsoft Office Suite is required.
Specific roles and responsibilities include, but are not limited to:
Provides administrative support to FMS President and Chief Executive Officer and senior staff.
Performs general clerical duties to include but not limited to: photocopying, faxing, mail distribution and filing.
Coordinates and maintains records for membership such as updating address, accounts and return mail.
Creates and modifies various documents using Microsoft Office.
Maintains Outlook calendar(s) in current and accurate status.
Coordinates meetings and conference calls as needed or anticipated.
Answers phones promptly and uses good judgment to prioritize the distribution of messages in a timely manner.
Prepares meeting materials and assists the Director of Meetings with prepping all materials and shipment for conferences/seminars.
Responsible for keeping inventory of all office supplies and placing orders for replenishment is needed.
Records minutes at various meetings and archives them accordingly.
Send/retrieve files to office storage and maintain records of those files. Coordinate with vendor to make sure files are sent with proper labels.
Sends out inquiry packets and new member packets.
Types and edits correspondence, administrative and statistical reports as requested. Coordinates administrative mailings, and maintains a department filing system.
Fulfills and ships orders for FMS publications.
Supports Manager within iMIS association management database software to help ensure data integrity.
Greets visitors and notifies appropriate staff of visitors. Sorts and distributes daily mail and package deliveries to staff as appropriate.
Assists with staff recognition events and awards.
Performs all other related duties as assigned.
Position requires degree from a 4 year university, as well as other characteristics described above.
About Financial Managers Society, Inc.
Financial Managers Society, Inc. (FMS) is an individual membership society based in downtown Chicago that is devoted exclusively to enhancing the professional development needs of accounting and finance professionals from banks and credit unions.
With more than 1,700 members nationwide, FMS produces industry-relevant content and year-round educational programs. FMS provides members with a robust peer network of like-minded professionals with the goal of creating an engaged community where individuals feel comfortable sharing ideas and best practices with their peers.