Chief of Staff/Project Manager

Our company provides full-service management to trade and professional associations as well as specialized services including non-profit financial management and event coordination. We are seeking a full-time Chief of Staff/Project Manager to support the internal operations of one of our trade associations. This position will also provide support to a second association client, in the future.

Primary Responsibilities:

Project Management:

• Oversee operations and staff assigned to client association, providing support to the Executive Director (ED).
• Provides essential key project management to help align team verticals, ensures all project details are housed in project management system (Basecamp) by team members.
• Creates and manages an effective communication loop/reporting mechanism with each vertical lead so that updates (project synopsis, target goals, budget needs, problem areas) are reported on routine basis to the COS and ED. This will help guide the COS and ED on necessary focus areas that may need input from executives and Board.
• Identify tools or systems to help vertical leads with internal communications and reporting systems to help alleviate excessive emails and improve clarity.
• Works with vertical leads to create/maintain standard operating procedures (SOPs) and association records and policies.
• Overseas coordinators’ usage of databases; suggests efficiencies in processes.
• Sets schedule for staff meetings with vertical leads (more frequent) and full staff (less frequent). Manages staff meetings, sets agendas, communicates expectations; coordinates meetings with the ED to ensure mission and key initiatives of association are being addressed.
• Monitors staff workflow to identify issues with team member capacity and scope; communicates issues to ED for mutual client-staff benefit. This includes a monthly analysis of staff hours to ensure they align with expected work hours and full-time equivalent (FTE) allocations.
• Oversees project management with Coordinators.
• Produces monthly operations report for the ED.

Collaboration with Affiliates:

• Manages the website oversight and communication with vendors.
• Oversee Director of Membership in developing membership recruitment and retention programs.
• Reviews the journal and tracks ad placement revenue.
• Meeting with association management software database quarterly (or as needed depending on severity of issues) to review punch list of support issues.
• Manage all SMG accreditation tasks related to client association.
• Liaison to association vendors, legal counsels.
• Liaison to 3rd party contractors; manages contracts.
• Assists Budget & Finance Chair with reports.
• Oversee Chapter relations, and works with Chapter coordinator to assess chapter relations, reviews payment reports and all enhanced chapter reports, attends Chapter Committee meetings.
• Manages Nominations/Elections process for Board and Committees; ballot/voting process.
• Supports the awards committee in promoting, reviewing and administering the awards program.

 Meeting Support:

• Attends monthly Board meetings (Saturday from 10-noon eastern). Attend two in-person Board meetings annually. Oversees meeting management support for the mid-year Board meeting as well as one additional non-ITC off-site Board meeting.
• Schedule staffing for annual conference/manages staff team onsite. Develops full run of show for annual conference in collaboration with the meeting manager.
• Attends annual conference (8-9 days).

About the Company:

Stringfellow Management Group (SMG) is a growing, progressive, employee-centric organization advancing the missions of more than twenty client associations. SMG is dedicated to the professional development and growth of all its employees. As an equal opportunity employer, SMG is committed to creating a work environment where every individual is valued and feels empowered to bring their full, authentic self to work. Candidates of all backgrounds are encouraged to apply; SMG knows that our differences fuel excellence and creativity.

Our Core Values:

• Growth-Oriented: mentorship; professional development; SMG growth.
• Emotional Intelligence: empathy; effective communication/social skills; self-awareness; self-regulation; motivation.
• Reliability.
• Innovative: encourages creativity – looking to the future.
• Collaborative: team-oriented.
• Adaptable.
• Solutions-oriented.

Benefits:

Benefits include paid vacation and sick days, paid Volunteer Day, health insurance (employer pays the majority of premium for individual coverage), dental insurance, vision insurance, life insurance, retirement plan match, additional voluntary benefits, Employee Assistance Program, and professional development support.

Applying for this position:

Please provide a cover letter when applying for this position.

No phone inquiries will be accepted.

Requirements:

Education & Experience – Bachelor’s degree. Previous experience with association management preferred.

Required Skills, Knowledge & Abilities:

• Ability to manage multiple projects at once and move projects ahead efficiently in a deadline-driven environment.
• Strong project management skills.
• High degree of organization and attention to detail.
• Ability to manage high volume of emails with timely responses.
• Excels at adapting in a fast paced, team-oriented environment.
• Proficiency in Microsoft Office Suite including Outlook, Word, and Excel.
• Exceptional customer service attitude.
• Possess a positive, team-player attitude.
• Must be able to lift up to 25 pounds and ability to stand for 8-15 hours/day when attending conferences.

Travel – 4-5 times per year.

Job Location – This is predominantly a telecommuting position.

About Stringfellow Management Group

Accredited Baltimore-area Association Management Company.

Connections working at Stringfellow Management Group