Join an exciting and dedicated team of professionals at (c ) Management, Inc., an accredited association management company with clients in the healthcare field of oncology. We are seeking a Client Relations Associate for our Rockville office.
The Client Relations Associate will provide a broad range of detailed administrative and executive support for the Executive Director, Oncology State Society Network, having the ability to work independently with little or no supervision. Communicates with the board of directors for each managed society (18) and internal (c) Management staff to coordinate board meetings, annual elections, and communication and membership activities, including membership meetings. The position is the contact point for staff, clients and prospective customers.
S/he will support the organizational infrastructure, boards and committees, by compiling/preparing documents, distributing and keeping records in a timely manner, including minutes for all board and committee meetings; agendas; board member packets; and other correspondence. Facilitate society board meetings by working with the board of directors for each managed society, the Executive Director and the Account Executives to schedule meetings, prepare handouts and transcribe meeting minutes within 72 hours of each board meeting. Manage for heavy calendar management, requiring interaction with internal and external executives and their assistants to coordinate a variety of complex conference calls and meetings. Utilize state society templates, branding and correspondence guidance to format and edit documents from draft to client-ready stage. Prepare and disseminate board/membership communications, including board packets, society email alerts, membership surveys, bylaws, amendments, state society brochures and other deliverables that meet quality standards for timeliness, accuracy, completeness and delivery. Monitor inventory, manages ordering and tracking information for processing invoices.
The Client Relations Associate will execute annual board elections including pre- and post-election procedures. Disseminates and keeps board rosters current for each state society. Prepares new Board member packets and coordinates orientation for new board members and committee chairs. Maintain files, filing procedures and processes for the State Societies. Serve as a main point of contact for vetting communications to the Oncology State Society Network obtained through the state society websites. Works closely with Account Executives, Executive Director, Assistant Manager Corporate Relations, Marketing Assistant, and Membership staff to ensure meeting logistics run smoothly for each state society meeting. Prepares conference and educational symposium materials for shipments to and from meetings/programs sites’ to fulfill client requirements. Coordinate engagement-related or other administrative work, confirming that it is of high quality and delivered on time. Review state society websites, working with the web editor, the Marketing Assistant, the Executive Director and the State Society team to assure timeliness and accuracy of information, including updates on the websites and social media. Other duties as assigned.