The role provides cross-functional administrative, operational, partnership, and event support across AIME. This position works closely with the Executive Leadership Team, Events Director, Lender Relations Team, Committee Program Manager, and other departments to ensure projects, partner commitments, events, and organizational initiatives are coordinated accurately and executed efficiently.
The ideal candidate is highly organized, detail-oriented, responsive, and comfortable managing multiple priorities in a fast-paced environment. This role requires strong follow-through, clear communication, sound judgment, and the ability to work collaboratively across departments while maintaining accurate records, schedules, and deliverables.
Support the Executive Leadership Team with administrative and operational needs as assigned.
Help facilitate communication and coordination across departments, teams, and organizational initiatives.
Coordinate and track special projects involving multiple departments or stakeholders.
Maintain project timelines, action items, deadlines, and follow-up to help ensure commitments are completed.
Assist with meeting preparation, scheduling, documentation, and follow-up as needed.
Provide general administrative and operational support to leadership and staff during periods of increased activity or special initiatives.
Support efforts to establish, maintain, and strengthen mutually beneficial relationships with AIME lender and vendor partners.
Assist with the coordination and fulfillment of products, services, benefits, and deliverables owed to partners.
Schedule, track, and report on partner commitments and fulfillment.
Coordinate partner participation in AIME podcasts, webinars, live broadcasts, events, and other programs.
Prepare lender and partner agreements for review and execution.
Coordinate partner invoicing and assist with tracking accounts receivable and outstanding commitments.
Send invoices for annual commitments, sponsorships, exhibit booths, and other partnership-related purchases as directed.
Track lender, vendor, sponsorship, and affiliate revenue using Salesforce, Google Sheets, or other designated systems.
Assist with vetting prospective partners to help determine alignment with AIME and its membership.
Maintain accurate and current partner information on AIME's public-facing website, AIME Member Portal (AMP), Salesforce, and other internal systems.
Upload and maintain partner information, products, benefits, logos, materials, and other required content.
Support Salesforce administration related to partnership records, reports, data maintenance, and updates within the scope of the position.
Coordinate with internal departments to ensure partnership commitments and sponsorship benefits are delivered accurately and on time.
Support the Events Director in the planning, coordination, and execution of AIME conferences, meetings, summits, and special events.
Assist with maintaining event timelines, task lists, schedules, master planning documents, and event records.
Coordinate event-related administrative details including registrations, attendee information, speakers, sponsors, vendors, and internal staff needs.
Assist with speaker coordination, including collecting agreements, bios, headshots, presentation materials, travel details, schedules, and other required information.
Assist with sponsor and exhibitor coordination, including registrations, deliverables, booth information, schedules, and event communications.
Help track contracts, invoices, payments, deposits, deadlines, and required event documentation.
Assist with vendor research, communication, scheduling, orders, shipments, and logistical coordination.
Coordinate event supplies, signage, printed materials, promotional items, gifts, and other event-related materials.
Assist with preparation and organization of event documents, including schedules, run-of-show materials, room assignments, contact lists, checklists, and other operational resources.
Help maintain accurate attendee, speaker, sponsor, vendor, and VIP information.
Assist with hotel, venue, transportation, food and beverage, audiovisual, room setup, and other logistical details as directed by the Events Director.
Prepare materials and supplies for shipment to event locations and assist with inventory and organization before and after events.
Travel to AIME events and provide on-site operational support as required.
Assist with event setup, registration, speaker readiness, sponsor and exhibitor needs, signage, room preparation, attendee assistance, and event breakdown.
Monitor assigned event areas and help ensure rooms, sessions, vendors, speakers, and scheduled activities are prepared and operating according to plan.
Serve as an on-site point of contact for assigned sponsors, partners, vendors, speakers, or event activities.
Help troubleshoot routine on-site issues and promptly escalate significant concerns or decisions to the Events Director or appropriate team leader.
Assist with maintaining event schedules and communicating real-time changes to appropriate staff and stakeholders.
Provide professional and responsive attendee support to contribute to a positive overall event experience.
Assist with post-event organization, reconciliation, inventory, documentation, and follow-up.
Support the Committee Program Manager with administrative and operational needs related to AIME committees.
Serve as an operational liaison as assigned to help ensure the timely and accurate flow of information between committees and AIME staff.
Assist with committee scheduling, meetings, communications, documentation, and activity coordination.
Help coordinate committee-related programs, initiatives, meetings, and events.
Track committee requests, assignments, deadlines, and follow-up items as needed.
Assist with maintaining committee records, calendars, contact information, and supporting documentation.
Prepare and distribute invoices related to lenders, vendors, sponsorships, exhibits, and other organizational commitments as directed.
Assist with tracking payments, outstanding balances, accounts receivable, and financial commitments.
Maintain accurate supporting documentation for contracts, invoices, payments, and partnership or event expenditures.
Coordinate with appropriate internal staff regarding payment status, outstanding documentation, and financial follow-up.
Maintain organized electronic files and records in accordance with AIME procedures.
Maintain confidentiality regarding organizational, financial, partner, employee, and executive information.
Communicate professionally with members, partners, vendors, speakers, committee members, executives, and other stakeholders.
Maintain organized and accurate records across multiple projects and systems.
Proactively identify missing information, approaching deadlines, incomplete deliverables, and potential operational issues.
Follow through on assigned responsibilities and provide timely status updates.
Work collaboratively across departments while respecting established roles, responsibilities, and approval processes.
Travel as required for AIME events, meetings, and organizational activities.
Perform other administrative, operational, partnership, and event-related duties as assigned.
Exceptional organizational skills and attention to detail.
Strong written and verbal communication skills.
Ability to manage multiple projects, deadlines, and competing priorities simultaneously.
Strong follow-through and ability to independently track assignments through completion.
Professional interpersonal skills and ability to work effectively with executives, partners, members, vendors, speakers, and colleagues.
Ability to remain organized and composed in fast-paced and changing environments.
Strong problem-solving skills and willingness to take initiative within established responsibilities.
Proficiency with Google Workspace and Microsoft Office.
Experience with Salesforce, CRM platforms, project management systems, or event management platforms preferred.
Ability and willingness to travel and work extended or nontraditional hours during events when required.
Previous experience in administrative support, operations, partnerships, event planning, association management, or a related field preferred.
