Title: Manager, Councils Administration

FLSA Status: Exempt

Supervisor: Sr. Manager, Global Industry Engagement Programs

Location: US-Fairfax, VA (while regular in-person attendance is not required, candidates should be able to access the office to fulfill job duties)

Department: Global Industry Engagement

Alt Work Eligibility: CWW-Y, Telework-Y , Remote-N

Level: Manager

Starting base salary range is $69,000-75,000. Individual compensation will be commensurate with the candidate’s experience. Full benefits are available and the position is also eligible for the Manager level annual bonus program.

Summary of Position: This position is the primary external liaison to all AVIXA councils and several committees. This highly visible role requires extensive customer service skills and experience supporting volunteer council leaders and members along with their activities around the globe throughout the year. This role will have frequent interactions with the councils facilitating their various meetings and events and must be comfortable and proficient organizing meetings and program agendas, training content and public speaking. The ideal candidate will be able to handle multiple high priority projects and programs simultaneously, as well as concurrent databases managing data on AVIXA’s volunteers/members, maintaining department product inventories, and related event support.

Major Duties & Essential Responsibilities:

The primary responsibility will be the management of all industry segment volunteer councils, ensuring their effective functioning, supporting council chairs, and enhancing the efficacy of AVIXA’s volunteer group. Your duties will encompass:

Volunteer Leadership and Council Administration:

• Provide robust support for the development and implementation of Council and Committee strategies to enhance the impact of AVIXA’s volunteer initiatives.
• Identify and cultivate volunteer resources to bolster the efforts of our dedicated volunteers.
• Uphold operational standards and the structure of Council local groups.
• Monitor and manage council and volunteer vitality metrics, establishing benchmarks and tracking progress against them.
• Regularly review and update Standard Operating Procedures (SOPs) to maintain departmental performance and efficiency.
• Plan, schedule, and manage all Council Lounge and Women’s Breakfast programming for in- person sessions at AVIXA tradeshows.

Member Engagement Programs:

• Collaborate with department managers to identify legacy processes for automation, thereby increasing overall operational efficiency.

Communication and Coordination:

• Organize and lead regularly scheduled calls for all Councils, ensuring seamless post-call follow-up with documented action items, recordings, and to-do lists on platforms like Higher Logic and Xchange.
• Maintain accurate volunteer member data across various databases and collaboration tools.
• Act as the primary contact for AVIXA’s volunteer online communication platform (Xchange and Higher Logic), offering necessary support when required.

General Office Administrative Duties:

• Handle general inquiries about department programs, volunteer opportunities, and assist in invoice creation and processing from initiation to collection.
• Efficiently manage department calendars and undertake other assigned administrative tasks.
• Demonstrate flexibility by accommodating various responsibilities as needed.
• Oversee accurate inventory records and proactively manage stock levels, issuing alerts for reorder when necessary.
• Coordinate departmental shipping requirements, encompassing programs, attendance at industry shows, and general logistics.
• Collaborate closely with the Expo shipping manager to ensure seamless department shipping logistics for the annual convention.

Travel Requirements:

• Be prepared for occasional travel, constituting approximately 5% of your time.

In summary, the role is pivotal in ensuring the smooth functioning of AVIXA’s Council volunteer initiatives, involving proactive management, efficient communication, strategic planning, and meticulous attention to detail.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education: Bachelor’s Degree preferred

Experience Level:

• At least 3 years of experience working with associations with direct involvement in association program administration.
• Minimum of 2 years of customer service experience.

Technical Skills:

• Working knowledge of CRM’s and online collaboration tools. Experience or knowledge of Salesforce is a plus.
• Technology savvy and comfortable learning new software.
• Communication, oral and written, as well as listening, processing, summarizing, and disseminating information to a variety of internal and external stakeholders.
• Excellent forward thinker and problem solver.
• Working knowledge of online collaboration/webinar tools such as Zoom extremely helpful.
• Comfortable speaking to groups of members, virtual and in-person.

Other preferred skills: Not-for-profit knowledge, volunteer management skills, event experience. Successful candidate must be highly organized, have great time management skills, and be able to prioritize his or her work for multiple concurrent projects and tight deadlines.

Why You’ll Love Working Here:

• AVIXA is a global organization that celebrates diversity of thought, background, demographics, and experience. Learn more about us!
• The AV industry is truly inspiring, changing how people experience the world.
• We’re headquartered in Fairfax, VA but also have a widely distributed team. We recognize that talented people live all over the world.
• Our values: Trust, Heart, Courage. No buzzwords here. We take these seriously and live them every day.
• Our people: you will be surrounded by some of the most talented, supportive, smart, and thoughtful leaders and teams.
• It’s not all about work: generous PTO and holiday time off, flexible working hours, option for a Compressed Work Week (i.e., 9/75 work week, or every other Friday off)
• The perks: AVIXA offers comprehensive medical, dental, and vision benefits, 401k plan with company matching, pet insurance, learning and career development opportunities, education assistance, and more!

This description describes the general duties and responsibilities of the position. It is not a complete list of duties and the employee may be required to take on additional duties and responsibilities as required by the needs of the association.

EEO Policy Statement: It is the policy of AVIXA to provide equal employment opportunities to all qualified persons, and to recruit, hire, train, promote, and compensate persons in all jobs without regard to race, color, religion, age, sex, national origin, disability, sexual orientation, or any other category protected by law.

About AVIXA

AVIXA™ is the Audiovisual and Integrated Experience Association, producer of InfoComm trade shows around the world, co-owner of Integrated Systems Europe, and the international trade association representing the audiovisual industry. Established in 1939, AVIXA has more than 11,400 enterprise and individual members, including manufacturers, systems integrators, dealers and distributors, consultants, programmers, live events companies, technology managers, content producers, and multimedia professionals from more than 80 countries. AVIXA members create integrated AV experiences that deliver outcomes for end users. AVIXA is a hub for professional collaboration, information, and community, and is the leading resource for AV standards, certification, training, market intelligence, and thought leadership.

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