Executive Assistant to Executive Director at Confidential in Nashville, Tennessee

Job Description:

Key Responsibilities

Event Management (4-5 events annually):

• Manage event logistics, including RFPs, site visits, contract negotiations, and site selection.
• Develop event programs, budgets, education sessions, speaker selection, entertainment, and F&B arrangements.
• Design event brochures and oversee promotion campaigns.
• Handle registration, including credit card payments and invoicing.
• Provide on-site event management and support.
• Travel required, including weekends and consecutive days out of state.

Membership & Sponsorship Campaigns:

• Plan and execute annual membership and sponsorship renewal campaigns to sustain the organization's budget.
• Manage invoicing, payment tracking, and generate regular reports for the Executive Director and Board.
• Promote and recruit new members and sponsors, including in-person visits to member companies.
• Track and manage sponsor-related incentives, such as event coupon usage.
• Support the Executive Director in fostering member engagement.

Communications:

• Create content for the annual membership directory (outsourced design/printing).
• Design and distribute weekly technical regulatory bulletins, including emergency communications.
• Maintain and update the organization's website with events, calendars, and member resources.
• Ensure timely and responsive communications, often outside standard office hours.

Office Management:

• Oversee daily office operations, including managing supplies, maintenance, and service providers.
• Liaise with outsourced IT specialists to maintain office technology and resolve issues promptly.

Required Skills and Qualifications

• Proficiency in graphic design and mass communication tools.
• Experience in event budgeting, financial management, and credit card processing.
• Familiarity with database management and membership retention strategies.
• Strong organizational and time-management skills.
• Ability to travel overnight and on weekends as needed.
• Experience with hospitality management and sales.

Salary for this job will be based on experience. Apply Now