Key Responsibilities

Office Management

• Manage and maintain office to ensure it is clean, safe, well stocked and tidy.
• Order stationery, business cards and other items as necessary.
• Liaise with building management on Facilities related issues including lease obligations.
• Coordinate office maintenance in coordination with building managers.
• Coordinate all IT maintenance and administration.
• Responsible for shipping/mailing/courier needs.
• Administration of supplier invoices and payments, resolve queries with suppliers, ensure timely processing of all payments.
• Prepare and administer all outgoing invoices, including member renewals and management fees.
• Administer the monthly payroll process in conjunction with Executive Director, providing payroll information to the outsourced provider; ensure that employee pay, and benefits are accurate.
• Prepare monthly bank reconciliations.
• Assist in preparing monthly and annual accounts in coordination with registered accountant.
• Design and maintain a comprehensive filing system (paper and electronic).

Member Engagement and Event Management

• Act as first point of contact for all visitors and Members.
• Monitor general office inbox and telephones, including voicemails.
• Manage diaries, including contributing to events calendar.
• Coordinate internal and external communications and meetings.
• Draft, manage, and proofread documents/correspondence/presentations.
• Maintain membership database, including inputting Member data and ensuring information is accurate and up to date.
• Measure and report on membership data to Executive Director and Board.
• Ensure GDPR compliance.
• Prepare monthly newsletters and other member communications including event invitations, social media posts.
• Update the Society’s website with event details and member news.
• Organise events in collaboration with Executive Director and Chairman.
• Book and liaise with venues.
• Engage with speakers and presenters, ensure pre-event logistics briefing.
• Send invitations and reminders, ensure guest attendance.
• Organise catering, seating charts and name tags.
• Attend events and assist with set up, pack down and registration.