Job Openings at the NCEO: Events and Administration Assistant/AssociateJob Openings: Events and Administration Assistant/Associate (2 positions)
Start date: As soon as possible, with an ideal start date of mid-November
The NCEO is hiring two related positions, and this job description covers both. Responsibilities will be allocated among the positions based on the individuals' skill sets and experience, so it is possible that your responsibilities would be a subset of what is described below.
The National Center for Employee Ownership (NCEO) is a private, nonprofit organization. We are the main publisher and research source in the field, and we hold dozens of events yearly, including a webinar for members almost every week, a mid-sized regional meeting (the Fall ESOP Forum), smaller regional meetings, and our annual conference , which has grown rapidly in attendance to about 1,700 in 2017. Our events are the premier gathering places for the community of employee-owned companies and the professionals who provide services related to employee ownership.
The NCEO is a small, thriving organization with a dedicated staff of 14 and over 3000 members. We have a close-knit and collaborative culture that gives all staff members the ability to shape the course of the NCEO's work. Our hiring and key financial decisions are made collectively, and our compensation system is designed to let employees share directly in the success of the organization. Our office is located one block from the 19th St. BART station in uptown Oakland.
- Prior experience with event or meeting planning
- Excellent organizational skills
- Strong abilities in both written and verbal communication
- Ability to handle deadlines
- Passion for events and excellent customer service skills
- Detail-oriented, energetic, and able to work well independently and as a member of a team
- Advanced knowledge of Microsoft Office programs including Word, Excel, and PowerPoint
- Familiarity with file sharing and email marketing
- Ability to work quickly and efficiently with data
- Willingness and aptitude to learn new programs and to work with social media and cloud-based applications.
- Must be able to work well as a member of a team, as well as independently
- Some knowledge of event audio visual requirements and equipment
- The ability to multi-task and to take leadership with volunteers and/or temps or interns
- Experience working on in-person events involving at least 100 attendees
- Familiarity with online meeting broadcasts
- Creative design skills with Photoshop, Illustrator, or InDesign
- Interest in growing the organization and events programs
- Some lifting of boxes up to 35 pounds may be occasionally necessary
- Ability to be on your feet for long stretches of time during live events
- The assistant/associate must be available to travel to the Fall Forum and the Annual Conference and be in residence for up to 6 days each. Travel expenses will be covered by the organization based on travel policy.
ResponsibilitiesThe events and administration assistant/associate will work with the seminar/webinar director, the conference director, and other administrative and executive staff. They will assist with numerous logistical and administrative tasks related to the planning and realizing of the NCEO's events, as well as some other administrative work.
Specific daily responsibilities will vary over the course of the year and will depend on the abilities of the two people we hire, but they will include:
- Collecting, reviewing, editing, and organizing speakers PowerPoint presentations
- Managing speaker communications and deadlines, such as collection of bios, photos, and logos
- Managing sponsor and exhibitor communications, and deadlines, such as invoicing, and collecting of digital and marketing materials for over 100 sponsoring organizations using event software
- Assisting with creation and organization of name badges and registration lists for events
- Assisting with post-event wrap up and collecting data for reporting purposes
- Assisting with posting of related meeting material to our website
- Assisting with editing written materials for the program book and other collateral materials
- Assisting with pulling mailing lists and organizing mailings and other publicity efforts
- Assisting with ordering of meeting signage, giveaway items, and other materials
- Assisting with speakers, presentations, evaluations, and onsite monitoring live webinars.
- Ensuring supplies and materials are up to date for meetings/conferences
- Preparing and overseeing shipping/receiving of materials sent to/from meetings
- Planning for, processing, and disseminating session evaluations
- Testing, handling, and troubleshooting NCEO AV equipment as well as serving as the point person for the AV contractors
- Managing and uploading all conference information to Conference Mobile App
- Managing assigned aspects of on-site operations, especially breakout sessions
- Organizing and managing the office and registration areas on-site at conferences and Fall ESOP Forums
- Assisting with coordinating the on-site management of temporary staff, including a photographer and an audio-visual company.
- Planning and coordinating community service and off-site activities at the conference
- Maintaining and overseeing our active status with continuing education providers as well as ensuring our events meet all their criteria.
- Processing and fulfilling orders
- Contacting our members by email and phone
- Handling confidential payment information
- Assisting with other projects including in an administrative capacity as needed and as time allows
Salary and BenefitsThe compensation for this position consists of base pay and variable income pay. The base pay range is $19 to $23 per hour, based on experience. The size of the variable pay is determined by the performance of the organization, so it cannot be determined in advance, but based on past years, the range is between $5,000 to $10,000 annually. The expected annual compensation is from $44,000 to $57,000 (including both base pay and variable income).
Employees also receive generous benefits, including 100% employer-paid health insurance premiums, an employer-funded health savings account, an automatic 3% employer contribution to a 401(k) plan (after three months), and work schedule flexibility. The organization will cover the cost of travel, hotel, food, and beverage while on-site at the meetings, with limits under our employee policy.
How to ApplyApplicants should browse this website (www.nceo.org) to learn more about us and employee ownership before applying. Please send your resume and a cover letter. We may stop accepting applications as early as November 4, 2017. Your cover letter should be addressed to conference director Deborah Krant and sent to email@example.com with the subject line "Events and Administration Assistant/Associate." All applicants should send:
- A cover letter (one page or less) addressing why you are interested in this position
- A resume
- A short writing sample (one page maximum)