Assistant Director of Administration, IZFS

Assistant Director of Administration

CLIENT ASSOCIATION(s):
International Zebrafish Society (IZFS)

POSITION

REPORTS TO:

Executive Director, IZFS

DIRECT REPORTS:
Project Manager (.5)

EMPLOYEE STATUS:
Exempt, .5

FTE (Minimum of 37.5 hours/week total)

ROLE TYPE/LEVEL:
Senior Level

Founded in 2015, The International Zebrafish Society (IZFS) is a 501(c)(3) non-profit organization serving over 1,000 members. IZFS aims to promote international cohesion and cooperation in zebrafish research through educational initiatives, programs and forums. It further strives to advocate for zebrafish research and represent the interest of the international community in efforts to better human health.

Closely monitors client activities providing important decision-making information to client Executive Director and society leadership. Provides professional direction and support to client activities, projects, meetings, and campaigns in coordination with Executive Director.

• Provide administrative staff leadership that ensures accountability for projects and initiatives developed and/or approved by the Board.
• Provide meeting and logistical arrangements for the Board and/or EC meetings at the Annual Meeting and throughout the year.
• Together with the President and Executive Director, prepare agenda and supporting materials for all Board and EC meetings.
• Attend all Board/EC meetings and participate, as needed.
• Finalize, distribute, and maintain repository of the minutes of all Board & Executive Committee meetings.
• Track and oversee implementation of Board and Executive Committee action items.
• Oversee annual election and award processes.
• Oversee annual volunteer recruitment and committee turnover process.
• Oversee development of Special Interest Group (SIG) initiative.
• Develop and oversee marketing plans to recruit and retain IZFS Members and promote all IZFS activities.
• Ensure that the website is regularly updated and maintained.
• Ensure membership database is maintained.

• Oversee and manage organization of the Strategic Conference of Zebrafish Investigators (SCZI) and International Zebrafish Conference (IZFC) in applicable years.
• Manage logistics for the conferences including: RFP process, contract negotiation, venue rental, room block, meeting space, food & beverage, audio/visual, receptions, poster sessions and exhibit all.
• Develop comprehensive meeting budgets for approval by client leadership and the Board.
• Manage the abstract submission and review process.
• Manage invited speakers and poster presenters.
• Manage all aspects of meeting registration processes including implementation.
• Serve as staff liaison to Organizing Committees, distributing meeting agendas, and maintain planning timelines.
• Create and execute event signage.
• Provide onsite meeting management.
• Compile and summarize meeting evaluations.
• Create and assemble Sponsorship and Exhibitor Prospectuses.
• Oversee the sponsor and exhibitor experience, including the exhibit hall, serving as the primary contact for exhibitors by managing the confirmation process, overseeing booth package benefit administration, determining exhibitor booth placement and registration, onsite exhibitor management and post-meeting evaluation/process improvement as well as exhibit area floorplan and other logistical needs.
• Lead the planning and implementation of webinars, including program planning, faculty development, and planning and implementation of education via web-based platforms and in conjunction with EDI support services as needed.

Excellent organizational and communication skills. Team player. Ability to prioritize varied assignments and handle multiple projects. Proficiency in Word, PowerPoint. Knowledge of Excel, iMIS and Microsoft Outlook.

Bachelor’s Degree. 3-5 years of experience required. Previous association management experience and familiarity with nonprofit boards of directors a plus.

2-3 weeks per year.

This is a full-time position located in our office in downtown Milwaukee, WI and a minimum of two days onsite in the office (including Wednesday as an all-staff-in-office day) are a requirement of the role.

Minimal lifting required – usually at meetings or while exhibiting. Ability to move quickly within meeting facilities.

Some evening, early morning and weekend work, as needed. Attendance at international conferences is required.