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Executive Assistant and Event/Meeting Planner


COMPANY      

Indiana Manufacturers Association -- a 122-year-old trade association representing manufacturers in the State of Indiana

 

POSITION  

Executive Assistant and Event/Meeting Planner - Full-time, non-exempt position – 37.5 hours     

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REPORTS TO   

President/CEO

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JOB DESCRIPTION
This person provides executive support to the President/CEO on a one-on-one working relationship.  This person is responsible for planning meetings of the Board of Directors, membership events and coordinating training opportunities for IMA members.  This person is also responsible for reporting all transactions and maintaining records of the association’s state and federal political action committees, in addition to the lobbyists’ registrations and activities. 

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Executive and Administrative Support

  • Manages extremely active calendar of meetings and appointments working with various staff members.

  • Prepares and sends correspondence that is sometimes confidential.

  • Coordinates all board meetings, in addition to taking and reporting meeting minutes.

  • Communicates directly, and on behalf of the President/CEO, with Executive Committee, Board of Directors, association members, state and federal governmental officials, state legislators, congressional delegates, national and state associations’ staff, prospective members, and all others wanting to meet or talk with the President/CEO. 

  • Serves as President/CEO’s administrative liaison to IMA Executive Committee and Board of Directors.

  • Maintains detailed lists of board and executive committee members.

  • Adheres to compliance with applicable rules and regulations set in bylaws.

  • Assist with member updates, newsletters, and other communication. 

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Event/Meeting Planner
•    Responsible for finding meeting locations, announcements, preparation of meeting materials, and all follow-up duties. 
•    Works with President and CEO to determine event dates and locations.
•    Reviews venue contracts for approval by President and CEO.
•    Prepares all event details, registration links and invoicing.
•    Works with bookkeeper to track and apply all event payments.
•    Establishes relationships with vendors for event support services.
•    Coordinates budget planning and ensures events stays within cost projections. 
 

QUALIFICATIONS

  • Strong organizational and communication skills.

  • Strong interpersonal skills and ability to work with staff members.

  • Expert level grammar and verbal skills. 

  • Highly resourceful team-player, with the ability to also be extremely effective independently. 

  • Forward-looking thinker, who actively seeks opportunities and proposes solutions.

  • Must be flexible and enjoy working within a small, membership-driven office.
     

EDUCATION AND EXPERIENCE REQUIREMENTS

  • College Degree Preferred

  • Proficient in Microsoft Office (Outlook, Word, PowerPoint, Excel)

  • Ability to learn association’s membership database – WebLink Connect 

  • Experience with event planning and administrative support preferred. 

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COMPENSATION AND BENEFITS

  • Competitive salary

  • Excellent healthcare insurance benefits

  • Dental and vision coverage

  • 401K with company match

  • Life insurance

  • Company paid parking for downtown Indianapolis office.
     

PLEASE SEND RESUMES TO:

Brian Burton, bburton@indianamfg.com
Indiana Manufacturers Association
101 W. Washington St., Suite 1050 
Indianapolis IN, 46204


About the Indiana Manufacturers Association 
Formed in 1901, the Indiana Manufacturers Association is the second oldest manufacturers association in the country and the only trade association in Indiana that exclusively focuses on manufacturing. Manufacturing is the driving force of Indiana’s economy, employing more people and contributing more to Indiana’s gross domestic product than any other industry. The Indiana Manufacturers Association, representing more than 1,000 companies, is dedicated to advocating for a business climate that creates, protects, and promotes quality manufacturing jobs in Indiana. The staff of the Indiana Manufacturers Association has more than 100 years of combined governmental affairs experience and is recognized as experts in areas including tax, environment, labor relations, human resources, energy, workforce development, and healthcare. For more information, visit http://www.indianamfg.com

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