Association Administrator

Euromic is a non-profit marketing association that represents some of the world’s leading MICE and Destination Marketing Companies (DMCs). We promote our members to the global meetings, conferences and incentive travel industry. See us at www.euromic.com

We are looking for an administrator for the day-to-day administrative functions and running of the association, its member management and marketing and events. The ideal candidate should have database, event support, agency, tradeshow or DMC experience. The role would suit an experienced, organized individual, who is looking for a flexible position.

This position reports to the Executive Director, so it would suit someone from the Warwickshire area or close, but not essential. We are open to qualified candidates from other parts of Europe. Flexible working arrangements can be discussed at the interview stage.

As the role has the flexibility to be remote / home-based, the candidate should ideally have their own home office set up with basic IT infrastructure; they should have the capacity to print /scan documentation and have access to fast broadband in an environment conducive to regular zoom/ teams’ calls. As the association is global, the candidate needs to liaise with service providers and vendors in multiple countries around the world and across multiple time zones; that said, regular business hours are maintained, Monday to Friday 08h30 – 17h00.

Important Information

The successful candidate will be paid as a subcontractor and will be responsible for their own costs, tax declarations, etc. You will be required to provide a tax residency certificate from HMRC or your relevant Tax authority. Effectively this position is as a self-employed contractor. All business-related costs/travel will be remunerated at cost.

Core Responsibilities

Administrative Management

• – Oversee day-to-day operations, including maintaining official documentation, scheduling, and meeting coordination.
• – Prepare materials for board meetings, including minutes, proxy management, and by-laws updates.
• – New / Departing member acquisition, documentation, onboarding.
• – Management of member policies and documentation.

Member Management

• – Handle onboarding, documentation, and ongoing communication with members.
• – Manage member policies and respond to queries promptly and professionally.
• – Ensure data integrity in the CRM system (Zoho) and provide insights through analytics and reports.
• – Creation of regular surveys, chasing and reporting on results
• – Manage the relationship with IT suppliers to ensure email groups are correct and up to date.

Event and Tradeshow Support

• – Supports the team in the organization and presence of the association at tradeshows and association events, including the annual GM and preparation of event collateral, including itineraries, delegate lists and operational documents.7
• – Support the Executive Director in travel arrangements and budget reconciliation.

Marketing and Social Media

• – Contribute to the creation and scheduling of social media posts and newsletters.
• – Assist with the production and distribution of a minimum of quality newsletters annually, achieving an open rate @25%
• – Responsible for the association website, ensuring regular blog posts, maintenance and updates are completed. Experience of WordPress is a plus skill.
• – Assists with the various marketing efforts of the association, including the responsibility for the creation and posting of regular social media posts, updating of the association website, preparing marketing material, image sourcing, etc. Therefore, should have good experience of tools such as Canva, Ripl, Buffer or similar.
• – Regular content collection & creation, management of the Social media plan and posting, whilst achieving and maintaining an engagement rate of 10% on the association’s linked in and Instagram accounts.
• – Enhance engagement across LinkedIn and Instagram platforms.

General Association Support

• – Support various operational and strategic initiatives as required by the Executive Director.
• – Assist with onboarding new members and managing policies/documentation.
• – Coordinate with vendors and service providers across global time zones.
• – Responds to various member queries and liaises with the executive director on general queries, in relation to the daily running of the association such as following up payments, scheduling meetings, collation and sending of minutes
• – Previous experience of Zoho CRM, Zoho, analytics and Zoho Campaigns is beneficial.
• – Assisting with the management of the Tracking inbox inputting and capturing RFP’s in the database.
• – Cleaning and updating the CRM on a continuous basis by inputting and approving data collected through monthly mailings, updates provided by members and data collected from meetings and appointments at tradeshows
• – Other duties as assigned by the director.

Skills required

• – At least 3 years administration experience.
• – Be a highly organized person with attention to detail.
• – Be flexible with multi-tasking during the working day.
• – Excellent customer service skills – the candidate will be the front line of the association to its members and clients and needs to display a professional appearance in both presentation and actions.
• – Marketing, digital marketing and a good understanding of all social media platforms is advantageous.
• – Experience working with databases or CRM
• – Self-motivated with an ability to work independently.
• – Language skills are an advantage but not a prerequisite.
• – Proficiency in the Microsoft office suite.
• – Good knowledge of geography and cultural awareness

Apply

If you would like to apply for this position please complete the application form available here.