This non-exempt, full-time position, located in Oak Brook, IL, is responsible for office management, internal operational support and providing administrative support to the CEO. This position requires an organized individual with the ability to multi-task with an aptitude for a high level of customer service.
Essential Duties and Responsibilities
General Support for the CEO:
Serve as assistant to the CEO
Manage CEO calendar
Manage CEO travel arrangements
Schedule committee and council calls on behalf of the CEO
Take minutes at committee and council meetings. Distribute agendas and supporting materials.
Board of Directors
Takes minutes at Board meetings
Update Board pages when terms begin
Collects all materials from nominees, verifies membership and organizes in Dropbox
Maintain and update all Governance documents
Special projects as assigned by the CEO and COO
Responsible for coordinating accounting functions with accounting firm, including coding and processing accounts payables
Reconciliation of administrative and travel Master Card
Codes and deposits manual checks
Coordinates all payments requiring Treasurer approval
Manage files pertaining to legal records, tax records, leases and confidential corporate files
Headquarters Operations Management:
Responsible for the administration of the headquarters office, including service providers for equipment, facilities (building management, cleaning services), office supplies and maintenance, and general office support services
Manage filing system (Dropbox and hard copies: manuals, bylaws, minutes)
Maintain shipping and postal accounts with UPS, FedEx and USPS. Coordinate all shipping and receiving for office.
Works with IT provider to manage e-mails and software licenses
Coordinates all new staff onboarding office needs
Manages scheduling needs for all professional team members
Annual office purging and archiving
Support for the professional team as needed
Local event planning:
Budget development and management
Request for Proposals from meeting sites
Cost comparison analysis
Secure contracts including meeting space, A/V, food/beverage and sleeping room nights
Communication to committees or professional team regarding attendance and meeting logistics
Manages all in-office and building conference room logistics for meetings
Plans and orders meals for meetings and Holiday party
Ensures payment and reconciles payment
Manages funded travel list with service partners
Orders all onsite supplies
Coordinates packing for annual conference
Coordinates Board/VIP amenities
Orders team badges and onsite apparel
Collects and files employee forms as required
Assists CEO with Employee Recognition program administration
Project management as assigned
Required Knowledge, Skills and Abilities
Five years comprehensive office management experience; association management experience preferred.
Superior organizational skills that utilize computer planning tools.
Ability to effectively communicate ideas, concepts and specific instructions.
Excellent written and verbal communication skills and the ability to interact with a widely diverse professional membership audience.
Strong staff administrative and interpersonal skills.
Strong Microsoft Office skills: Word, Excel, PowerPoint, Outlook.
Ability to learn new software; iMIS experience preferred.
Ability to effectively interact and collaborate with individuals, service providers and organizations to achieve the organization’s goals.
Strong professional demeanor and commitment to sound ethics and high levels of integrity.
SLAS is a global community of more than 20,000 scientists—from academia, government and industry, collectively focused on leveraging the power of technology to achieve scientific objectives. We consider a primary part of our mission to unite great minds in science and technology for the advancement of all research. Every day, researchers, engineers, tech providers and related professionals utilize SLAS to exchange ideas, insight and answers to help tackle challenges old and new.