Job Title:            Administration

Responsible to:   Organization Chairman

Qualifications:

• • • Represents the Organization in a positive manner
    • Understands and supports the FWB Tea Party principles
    • Has good communication and computer skills
    • Has ability to multi-task and solid leadership skills
    • Must be a team builder
    • Keeps the organization’s production up and the teams on task Must be able to anticipate project needs
    • Must be able to discern work priorities
    • Meet deadlines with little supervision
    • Willing to work occasional evenings and weekends

Job Summary:

• • • Serves as the primary contact for new members joining the Organization
    • Composes correspondence dealing with issues and subject matter in ways that sometimes requires considerable sensitivity, discretion, judgment, or negotiation in replying to inquiries, and/or presenting or requesting information
    • Maintains the members list and recall list
    • Conducts research, make site visits, and find resources to help organization make decisions about event possibilities
    • Arranges for food and beverage, as needed, order supplies and audiovisual equipment, order event signs, and ensure appropriate décor to meet the quality expectations of the organization
    • Aggressively gathers information to achieve quality event productions

Duties and Responsibilities:

• • • Proposes new ideas to improve the event planning and implementation process
    • Serves as liaison with vendors on event-related matters
    • Assists with managing on-site production and clean up for events as necessary
    • Prepares nametags, materials, notebooks, packages, lists, seating cards, etc.
    • Closes out all events as required
    • Assists with preparing budgets and provide periodic progress reports to staff directors for each event project
    • Keeps track of event finances including check requests, invoicing, and reporting
    • Coordinates appointments and visits to see our space, and scheduling of events on the calendar
    • Prepares and modify event contracts as requested
    • Works the physical arrangements of functions, such as, but not limited to:

• 1. Table and furniture arrangements

  1. General environment of heat, air conditioning, lighting

• • • Ensures each new member is contacted (by email whenever possible).
    • Maintains personal contact information for all members
    • Informs members of any events and activities that should be brought to their attention
    • Maintains a regularly updated list of volunteers who have agreed to participate in events
    • Serving as the organization’s primary negotiator, project leader and management of all special projects
    • Holds meetings in relations to projects, events progress and personnel-related issues; Sets up meetings and conferences
    • Works with Treasurer by overseeing the finance statements, as well as keeping the organization on budget
    • Ensures the FWB Tea Party history is maintained and accurate
    • Attends all semi-monthly meetings and executive committee sessions
    • Researches, responds to and prepares correspondence