Hours: 24 hours/wk (Average)
Three Days a Week in Office: 8 AM – 5 PM CST
Lunch: 1 hour
Employee benefits include – Holiday Pay if the holiday falls on a day the employee was scheduled to work; Earn up to 10 paid time off (PTO) days each year.
Required Education:
High School
Description of Responsibilities:
Oversee database entry, badges and general support for all of TSAE programs.
Provides primary phone support and exceptional customer service for general inquiries.
Serves as the main registrar for all TSAE events and programs.
Remains fully knowledgeable of all TSAE’s programs, educational offerings, membership benefits, and dues structure to answer inquiries and assist with general inquiries and promote membership to TSAE’s stakeholders.
Provides administrative support to the executive director in working with the Board of Directors, assisting with travel schedule, and other areas as needed.
Assists the membership director by performing routine database maintenance tasks, such as updating records and generating standard reports, under the director's guidance.
Assists the membership director with the annual membership renewal process, including preparing renewal communications, billing, editing membership records based on provided updates, printing invoices, and verifying accuracy prior to distribution.
Responsible for processing all membership return mail and updating address corrections in the association’s database. Identifies and reports trends or recurring issues with member address data to the membership director for resolution.
Assists finance department with accounts payable, including processing incoming invoices, coordinating payment, and filing invoices.
Assists finance department with accounts receivable, including processing incoming payments, following up on outstanding balances due, and assisting with bank deposits.
Assists the finance department with the collection of support materials for the annual financial audit.
Assist strategic partnerships director in the creation/distribution of sponsorship invoices and in the execution of deliverables.
Responsible for processing and distributing incoming mail.
Maintain and order office supplies.
Maintain general office area, and conference rooms, as well as coordinate logistics for office meetings both for internal meetings as well as meetings with office guests.
Assist the membership director in contacting non-renewing members to confirm receipt of membership invoices and support efforts to ensure memberships are renewed.
Assists the education and events director with data entry of continuing education credits.
In concert with the education and events director, assist in the execution and logistics of various TSAE events throughout the year as needed.
Assists the marketing and communications director with proofreading external marketing/communications, including but not limited to member emails, articles, magazine content, membership directory, etc. Also helps support social media calendar promotion as needed
As assigned, may attend and perform pre-determined responsibilities at TSAE meetings for those that occur during the workday.
Coordinate and execute meeting logistics for the TSAE Board of Directors quarterly meetings.
Maintain the online community for the TSAE Board of Directors.
Performs other duties as assigned by the executive director.
This description is intended to provide an overview of the responsibilities and duties of the position. It is not all-inclusive. The incumbent in the position will be expected to perform other duties as required. The responsibilities may change over time.
Position Relationships:
Internal: Works closely with each staff member to fulfill position responsibilities.
External: Handles routine requests from TSAE’s stakeholders for general inquiries. Maintains regular contact with the stakeholders through telephone and email.
Education: High school diploma. An associate or undergraduate degree from an accredited college or university and association management experience is preferred but not required.
Proficient in Microsoft Office Suite preferred.
Experience with iMIS Association Management Software preferred but not required.
Skill requirements: Demonstrated administrative experience; including computer experience (specifically word processing and database entry); ten-key by touch, good mathematical skills, ability to handle multiple priorities with attention to details; effective oral and written communication skills; exceptional telephone skills; able to work with staff and members; service-oriented attitude. Individuals must be able to lift boxes up to forty (40) pounds.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Other: Must have reliable transportation.
TSAE is an Equal Opportunity Employer. The policy of TSAE is to extend opportunities to qualified applicants and employees on an equal basis regardless of an individual’s sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by applicable law.
TSAE began in 1928 as Texas Trade Association Executives (TTAE). In 1956 TTAE changed its name to Texas Society of Association Executives. TSAE is comprised of more than 1,100 association professionals who represent Texas-based associations and societies and as well as corporations and firms that provide services to associations. We serve association professionals by creating strong connections – to peers, information, resources, inspiration and innovation – that advance them and their organizations. We bring together a welcoming community of high achieving individuals who bring out the best in each other at all levels of their career, because ultimately, we are better together. Learn more about us: https://www.tsae.org/about
