Job Description

The Administrative Operations Manager (AOM) is responsible for providing comprehensive administrative support to the executive, communications, conference, and development teams. This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism. Reporting to the Executive Director, the AOM supports each department’s workflow and serves as a liaison between them, facilitating interdepartmental communications, coordination, and efficiency. Specific tasks include, but are not limited to, the following:

Executive

• Represents the Association to members and constituents, providing a positive and friendly public image of the organization       
• Supports the executive team with daily administrative duties and completes a variety of administrative tasks as assigned
• Provides support for constituent requests via email and phone; prioritizes and determines appropriate action, referral, or response, exercising judgement to reflect the Association’s style and policy  
• Facilitates scheduling of appointments and meetings  
• Provides travel arrangement support  
• Works with the executive team to identify areas of improvement in interdepartmental processes and ensure effective coordination among teams  

Communications

• Supports the Community Engagement Manager with the scheduling, composing, and proofreading of outgoing mass communications 
• Reviews social media posts and monitors comments, determining action, referral, or response when appropriate
• Supports the Constituent Services Manager by responding to incoming inquiries and determining action, referral, or response as appropriate
• Collaborates with other departments to resolve email inquiries and escalates requests to managers/directors as necessary 

Conference 

• Supports the conference team as an additional point of contact for conference-related questions, emails, and telephone calls 
• Operates independently in routine interactions with attendees; appropriately identifies situations when escalation is appropriate  
• Assists the conference team in maintaining registration systems for events; responds to and resolves attendee registration questions or issues 
• Assists at the registration desk at conferences
• Assists the conference team with preparing invitation letters for visa applications, receipts, invoices, and certificates of attendance when requested
• Assists the conference team in additional projects as assigned, such as crafting agendas and catering orders

Development

• Maintains meticulous sponsorship records in CRM database (Salesforce)  
• Operates independently in routine interactions with sponsors and exercises the ability to identify situations when escalation to management is appropriate    
• Works independently while maintaining excellent communications with both internal and external contacts   
• Assists with managing deliverables for major supporters and/or donors, using discretion and sensitivity in any direct communications 
• Provides regular activity reports on sponsorship and conference statistics using Salesforce, Google Workspace, Cvent, and other software tools upon request
• Coordinates invoicing, collection of payments, receipt generation, and acknowledgment of donations
• Maintains thorough records of financial transactions, working closely with the finance team to assure compliance with GAAP and USENIX policies
• Assists efforts to ensure sponsorship content is properly posted to and maintained on webpages (e.g., logos, blurbs, other event-related content)
• Collaborates on sponsorship marketing materials, assisting with proofing, editing, and formatting
• Gathers and logs conference statistics for use by the development team

Skills and Experience

• Bachelor’s degree or equivalent work experience
• 5+ years of experience supporting executive level personnel or the equivalent, preferably in a non-profit environment
• Strong interpersonal and communication skills; superior written and verbal abilities
• Upbeat, professional attitude that carries through via telephone and email exchanges
• Excellent organizational skills, with dogged attention to detail; ability to manage multiple projects and juggle deadlines
• Proficiency with office productivity software such as Google Workspace; enthusiasm for learning new software tools
• Familiarity (and friendliness) with CRMs required; experience with Cvent and Salesforce a plus
• Strong work ethic, with the ability to maintain calm productivity in a fast-paced environment
• Ability to travel and attend local events as needed (mostly domestic travel)
• Strong and frequent sense of humor 
• Ability to lift up to 40 lbs

Compensation and Location

The salary for this full-time, exempt position will be commensurate with experience, in the range of $80K-$90K. We offer a generous benefits package including health, vision, dental, retirement, holidays, and vacation. This is a remote position; candidates must be US-based.

How to Apply

Job Categories: Equal Opportunities. Job Types: Full-Time. Salaries: 80,000 - 100,000.

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