Part-Time ( 15-20 hours/week average , with increased hours during event cycles) Position Overview The Executive Administrator is responsible for managing core projects, events, and day-to-day administrative activities for the NGLCO Board of Directors. This role serves as the primary operational hub for the association, executing directives from the President and board members, maintaining member relations, managing organization financials, and executing the full lifecycle of NGLCO events.
Schedule & Compensation Base Hours:
Expect a regular workload of 15 to 20 hours per week for standard administrative duties, correspondence, and monthly board meetings.
Event Flexibility:
This position requires a flexible schedule. Additional hours will be required leading up to major association functions and during the events themselves to oversee execution, setup, and teardown. Key Responsibilities Event Planning & Execution (Major Focus)
End-to-End Event Logistics:
Manage all aspects of event production from initial concept through day-of execution and completion for all annual and monthly functions.
Vendor & Caterer Management:
Source, hire, and manage caterers, entertainment, and AV staff; review Banquet Event Orders (BEOs) and negotiate vendor contracts to ensure quality and budget compliance.
Sponsorship Management:
Secure event sponsorships, coordinate promotional deliverables for sponsors, and maintain strong professional relationships with corporate partners.
Marketing & Flyer Creation:
Design and distribute promotional event flyers (utilizing MS Publisher or similar design tools) and manage digital outreach to the membership body.
Registration & Financial Tracking:
Oversee event sign-ups, track incoming registration payments, maintain accurate attendee counts, and manage the check-in table (including walk-in fees and name tags). On-Site Operations (Set-up & Tear-down): Direct the physical setup, layout logistics, signage placement, and post-event breakdown/tear-down at event locations.
Problem Solving & Evaluation:
Serve as the primary on-site point of contact to troubleshoot day-of issues and conduct post-event evaluations to improve future programming.
Annual events include:
Presentation Dinners, Golf Outing, Field Day, Casino Night/Reception, Annual Meeting/Clambake, and the Annual Christmas Open House.
Manage day-to-day accounting activities, process financial transactions, and maintain records of all revenue and expenses.
Treasurer Liaison:
Make regular bank deposits and relay all detailed financial activity, receipts, and reports directly to the NGLCO Treasurer.
Roster Maintenance:
Manage annual membership renewals, update member databases, and track dues collections.
Board Governance & Meetings Meeting Coordination:
Arrange logistics, secure locations, and coordinate programming needs for monthly Board of Directors meetings.
Minutes & Communication:
Attend monthly meetings, record comprehensive minutes, and distribute them to board members in a timely fashion (within 2 weeks).
Note:
The board typically does not meet in January, April, and May.
Schedule Management:
Keep master calendars updated and proactively inform board members of upcoming events, deadlines, and association involvement.
Correspondence & Communications Mail Operations:
Retrieve physical mail from the Madison Post Office PO Box twice weekly, process correspondence, and route documents to the appropriate board members.
Executive Support:
Write, format, and send official letters or emails as requested by the Executive Board (President or Vice President).
Public Relations:
Author and distribute the comprehensive monthly member newsletter.
Sponsor Stewardship:
Draft and send formal thank-you letters to sponsors, presenters, and key participants following the conclusion of events.
Social Media & Promotion Digital Presence:
Maintain and actively update the NGLCO Facebook and Instagram pages to drive engagement, collaborating with additional designated administrators.
Media Capture:
Take high-quality photos during events and board meetings to utilize for newsletters, social media posts, and future promotional materials. Qualifications & Skills Proven experience in administrative management, executive assistance, or event coordination. Strong organizational skills with the flexibility to manage fluctuating workloads during peak event seasons. Basic accounting or bookkeeping proficiency. Competency in Microsoft Office Suite (Word, Excel, PowerPoint) and desktop publishing tools (MS Publisher, Canva, or equivalent). Excellent written and verbal communication skills for networking with board members, members, and corporate sponsors. Reliable transportation for bi-weekly PO Box checks in Madison and travel to local event venues.
