Meetings & Administrative Manager, IFCN

EDI•Milwaukee, WI

6d•Onsite

About The Position

This position works closely with the Executive Director and Senior Meetings Manager of IFCN to execute all aspects of the societies’ missions and objectives. Responsibilities are varied and include meeting planning, membership management, communications, and general administrative support. The role requires flexibility, high-level customer service, clear communication, attention to detail, and personal accountability. It is critical to maintaining strong relationships with members, volunteers, and speakers, and plays a key role in the success of both in-person and virtual events, including annual international meetings and ongoing webinar series.

Requirements

Detail-oriented with outstanding organizational and critical thinking skills.
Exceptional written and verbal communication skills with an emphasis on a high-level of customer service.
Demonstrated ability to work independently and in a small team environment.
Ability to prioritize varied assignments and handle multiple projects.
Proficiency in online tools such as Canva, Jotform, Zoom, CMS etc.
Proficiency in Word, Excel, Outlook and PowerPoint.
2-3 years of administrative management experience preferred
Bachelor's degree preferred.

Nice To Haves

marketing and meeting experience a plus

Responsibilities

Manage the webinar series, including coordinating speakers, scheduling and producing live webinars, and preparing recordings for posting on the website.
Manage membership administration, including processing applications, maintaining accurate membership records and database information, and preparing membership reports.
Coordinate the annual membership invoicing process and follow up on outstanding renewals as needed.
Prepare the monthly newsletter and other member communications, including drafting and formatting content and coordinating distribution.
Maintain and update website content and assist with social media and other digital communications.
Support the Executive Director in the administration of committees and Special Interest Groups (SIGs), including coordinating volunteers, scheduling meetings, preparing agendas and materials, taking minutes, and following up on action items.
Process invoices and payments related to the general management of the organization, including fellowship grants and Executive Committee expense reimbursements.
Monitor general email inboxes and voicemail and respond to or appropriately route member and stakeholder inquiries.
Maintain organized electronic files, records, and other administrative documentation.
Provide general administrative and project support to the Executive Director and organization leadership.
Perform other duties as assigned.
Manage and coordinate the aspects of Congress registration, including registration database setup, form development and processing, pacing reports, payment collection, confirmations, badges, onsite materials, and operation of the onsite registration desk.
Develop and coordinate congress communications and promotional materials, including save-the-date announcements, meeting brochures, weekly broadcast emails, website content, social media posts, and onsite signage.
Maintain and regularly update meeting websites, ensuring program, registration, speaker, sponsor, and attendee information is accurate and current.
Monitor email and voice in boxes and respond to attendee questions and requests in a timely manner.
Prepare and distribute visa invitation letters and certificates of attendance for meeting attendees as requested.
Manage travel grant program, including the application and review process, award notifications, collection of required documentation, and coordination of grant payments.
Assist with onsite meeting operations, including registration, attendee services, speaker support, signage and materials, and other logistical needs.
Perform other duties as assigned.