This is a hybrid role which can be based in either the Schaumburg or Chicago office.
The primary function of this position is to provide expert-level project management support and coordination of multiple ongoing projects in the Governance Department. Responsible for planning, organizing, coordinating, delivering, and monitoring critical outcomes while providing exceptional service to internal and external customers.
Working in conjunction with the Director of Governance, the Project Specialist demonstrates advanced skills to create, support, coordinate, prioritize, and implement governance and volunteer-related projects, including but not limited to: Board of Director Meetings, Nominating Committee, Governance and Policy Committee, Incoming Board Member Orientation, Leadership Orientation Meeting, Annual Meeting Social Events, and Directors Desk.
Manage projects and processes associated with the work of the Board of Directors and other committees/task forces:
Develops and monitors registrations for all major committee/board meetings for the Governance Department.
Collaborate in the development of background information, presentations, graphics and printed and/or electronic materials in support of project objectives.
Coordinate logistics for Board, Governance and Policy Committee, Nominating Committee, and Leadership Orientation Meetings. Attend those meetings and provide on-site support to attendees.
Manage project resource materials and on-line resources such as Board of Directors directory, Directors Desk, minutes, meeting notes, library, and archives.
Coordinate and manage the process of development and distribution of the Incoming Board Orientation and Leadership/Orientation meetings content material.
Manage annual awards and recognition gifts. Takes official meeting notes for conference calls and meetings
Manage process related to the Board of Director Annual Meeting activities:
Manage guest invitation’s process to specific activities.
Distributes and monitor invitations to ASA/FSA anniversaries
Arranges gifts and awards for special guests
Maintain records of retiring board members gifts, Distinguished Service Awards, and Presidential Awards.
Manage process associated to the Nominating Committee:
Develop and maintain systems for collecting, monitoring, and reporting SOA Elections nominees and candidates.
Develop candidate ballot and collaborates in the development of all election materials.
Prepare and monitor elections timeline.
Manage historical election statistics and other background information.
Other duties as assigned.
EDUCATION AND EXPERIENCE REQUIRED (an equivalent amount of training, education and experience will be considered)
Bachelor’s Degree preferred or equivalent experience preferred
Three (3) to five (5) years of project coordination/management experience or significant experience supporting higher-level managers or executives.
Experience working with volunteer leaders in an association environment is strongly preferred
KNOWLEDGE, SKILLS AND ABILITIES including competencies that may be representative but not all inclusive of those commonly associated with this position.
Requires excellent verbal and written communication skills; the ability to handle multiple tasks simultaneously with a strong attention to detail.
Ability to make administrative/procedural decisions and judgements
Commitment to anticipate needs and commit to continuous process improvement
Advanced analytical, evaluative, and objective critical thinking to organize and summarize information.
Demonstrated strong interpersonal skills and capability to work well with groups, volunteers, and senior-level management in diverse settings
Requires expert level knowledge of Microsoft Office software, including Word, Excel and PowerPoint, polling technology, and ability to quickly learn new technology as needed. Smartsheet, Directors Desk Board portal and Personify experience a plus.
Candidates who are technologically savvy (websites, webinars, etc.) are preferred.
Occasional travel (domestic & international) as needed to support Board activities
The SOA will provide equal opportunity to all employees and applicants for employment regardless of actual or perceived race, color, religion, age, sex, pregnancy, national origin, ancestry, disability (mental or physical), genetic information, military or veteran status, marital status, order of protection status, gender identity, sexual orientation or any other category protected by applicable law. Such action shall include but is not limited to: initial consideration for employment; job placement and assignment of responsibilities; performance evaluation; promotion and advancement; compensation and fringe benefits; training and professional development opportunities; formulation and application of human resource policies and rules; facility and service accessibility; and discipline and termination.
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.