Operations and support specialist

Women Investment Professionals (WIP) is an organization with approximately 500 individual members and over 30 sponsor companies. WIP is looking for an operations and support specialist to oversee day-to-day operations and communications, implement and manage processes using our association management software system (YourMembership, YM), and support the WIP board and committees with administrative tasks.

This role requires strong organizational, operational, bookkeeping, event planning, and technology skills – including familiarity with QuickBooks and YM. The candidate should possess strong foundational knowledge of cybersecurity principles and practices and ensure compliance with relevant regulations.

This is a part-time position requiring approximately 100 hours of work per month.

Key Responsibilities:

1)      Operational

a.      Serve as focal point for member and sponsor requests. Manage WIP email accounts and ensure appropriate responses in a timely manner.

b.      Use YM and other technology tools to provide operational and administrative support including:

            i.   Maintain sponsorship and membership information

            ii.  Maintain email lists

            iii.  Send WIP email announcements

c.      Assist with logistics and planning for webinars and in-person events

d.      Maintain and organize documents

e.      File for renewal of nonprofit status

2)      Events - Three large (up to 350-person) events, 15-20 smaller in-person events, plus 9-12 virtual events per year

a.      Assist committees in the planning, implementation, and evaluation of events

b.      Serve as liaison between committees and event venue

c.      Assist in selecting food menus

d.      Create and print event materials, including invitations and brochures

e.      Assist members/corporate sponsors with registration

f.        Set up Zoom rooms for virtual events

g.       Create event templates and update events calendar (in YM)

h.      Manage distribution lists, email notifications, registration process, and payments (in YM)

i.         Provide on-site venue assistance, if needed

3)      Technology, Website, and Vendor Management

a.      Serve as liaison to our website vendor for additional updates and changes

b.      Serve as YM subject matter expert to WIP’s committees. Review, test, and implement database changes as needed.

c.      Monitor YM updates/changes, identify potential impacts to membership experience and committee functions, assist in implementing changes to improve efficiency and user experience

d.      Serve as liaison to and manage the administration of all vendors, including YM, Quickbooks, email hosting, website hosting, venues, Zoom, document management, and financial institutions

4)      Bookkeeping

a.      Process manual deposits and payments

b.      Use Quickbooks and YM to manage transactions and process invoices, deposits, and payments

c.      Provide annual reports to WIP’s accountant

d.      Provide recurring and ad-hoc reports to Finance Committee

e.      Reconcile and maintain accurate transactional and other financial information between Quickbooks and YM