Team Assistant, National Councils, ULI Europe

POSITION SUMMARY:

Office administrative support to the ULI Europe National Councils’ team in helping to grow the organisation’s membership base and deliver member-led activities through the Councils’ programme of work.

The role is responsible for looking after day-to-day administrative tasks including submitting invoices and contracts from the Councils; scheduling meetings and webinars; sending out confirmation emails and setting up speaker briefing calls. 

Reporting to the Senior Manager, National Councils, this position requires good organisational and communication skills.

SPECIFIC RESPONSIBILITIES:

National Council Development

• Liaise with all Councils to assist with their day-to-day requirements, as directed by the Senior Manager.
• Maintain an internal events calendar and ensure no event clashes.
• Work with data and update existing dashboards for various member networks.

Event Support

• Submit National Councils’ event request forms for their upcoming events.
• Maintain a close connection with the Customer Services’ team to ensure the effective set-up and registration of all National Council events.
• Update National Council events descriptions on NetForum, ensuring the website info is correct.
• Respond to member enquiries regarding events.
• Set up webinars and Zoom meetings as required and send out confirmation emails with login instructions to the registrants and Customer Services’ team.
• Set up speaker briefing calls with their unique links.
• Create, run, and update database queries related to meeting registrations as requested.
• Perform quality checks and create post-event summary dashboards for each larger conference.
• Assist with additional event logistics (in-person, virtual and hybrid events) as needed.

Finance & Invoicing:

• Process incoming invoices and set up new suppliers in the system and liaiswith vendors and internal finance team.
• Submitting vendor contracts to the system
• Track any outstanding debt and follow-up through to collection of debt.
• Understand fluently all ULI policies and systems by undergoing regular training.

Generic:

• Provide ULI Europe events support as and when agreed as a priority for the wider team.
• Provide general administrative duties (scheduling calls, meetings, travel and answering phone)

KEY RELATIONSHIPS

Your day-to-day work programme will be set in agreement with the Senior Manager, National Councils.

SKILLS

• Excellent customer service skills with ability to interact with customers in person, via telephone or email.
• Self-motivated, highly organised and demonstrating attention to both details and deadlines.
• Demonstrated proficiency in Microsoft Office (Word, Excel, Outlook and PowerPoint).
• Experience in website data entry an advantage.
• Good time management and capable of meeting tight deadlines.
• Able to juggle multiple projects.
• Excellent communication skills.
• Initiative to follow-up on task without prompting.
• Excellent attention to detail.
• High level of work ethics.

Additional Preferred Skills:

• Active interest in real estate, urban development and/or land use.

EXPERIENCE:

• Ideal for entry-level graduate caliber candidates with work experience in customer services and/or office administration preferable.

EDUCATION:

• University degree preferred.

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