Associate, Urban Land Institute The Urban Land ... - SelectLeaders

BASIC FUNCTION:? The Associate is a professional position within the District Council.? As an integral part of the District Council team, the Associate serves as a professional liaison between the District Council, ULI headquarters, and Boston real estate, planning and development professionals.? The Associate is one of the faces of the ULI Boston District Council ? members call them first for assistance and information, so it is imperative that the Associate be courteous and friendly. The position necessitates the Associate be able to travel occasionally to District Council events and functions throughout New England and attend meetings, events or programs in the early mornings or evenings.

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The Associate serves as an informed resource for District Council committees and local product councils, interfacing with these groups to ensure that all work is consistent with ULI?s policies and procedures and that ULI Boston?s goals and objectives are met. The Associate works closely with the Executive Director and Director to maintain administrative, financial and office operations of the Boston District Council, including membership, sponsorship, programs, communications and community outreach, including UrbanPlan.

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SPECIFIC RESPONSIBILITIES:

• Manage and maintain District Council operations including but not limited to: databases, records, calendars, supplies and equipment, files, and other District Council resources and equipment and maintenance as needed
• Manage distribution of all correspondence to members and non-members and assist with production
• Work with the Director to create, produce and manage distribution of District Council collateral materials
• Support standing committees, councils and other working groups as needed, including meeting schedule and invitations, and recording, writing and distribution of committee meeting minutes
• Assist with programs and event planning
• Work with the Director and Executive Director in the preparation of budgets and recertification plans
• Access member and non-member records to create analyses for membership, sponsorship, attendance and budget patterns for forecasting short- and long-term goals.
• Administer NetForum (member and event data program) input from the District Council, including, but not limited to: committee assignments, complimentary event passes for registration of members of the press, speakers, sponsors and other dignitaries
• Support District Council event tasks, both for set-up and production and with tasks during and following events, such as printing and processing name badges, mailing thank you letters, final registration of attendees, post-event ?tally sheets? and processing event-specific invoices
• Work with the UrbanPlan committee to develop volunteer training sessions, manage the existing school programs, maintain inventory of supplies, coordinate classroom volunteers, manage delivery and pick up of program supplies
• Assist in developing and maintaining vendor relationships, sourcing appropriate suppliers for catering, audio-visual equipment or information technology in support of District Council events
• Update the District Council website, utilizing ULI?s content management systems, including but not limited to: marketing for upcoming events, news related to District Council initiatives, members in the news, and other pertinent activities
• Track expenses to improve budgetary performance
• Prepare expense reports for District Council staff
• Process and manage accounts payable and receivable for all activities associated with the District Council, including but not limited to sponsorships, programs, membership, community outreach, book orders, supplies, etc.
• Perform other administrative, marketing and communications duties and projects as required, to contribute to a team effort

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INTERNAL RELATIONSHIPS:

Maintains daily relationship with, and reports to the ULI Boston District Council Director, works directly with the Executive Director of the District Council as well as staff at ULI headquarters, and disseminates information to applicable parties and departments, including membership, meeting production, finance and customer service teams

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EXTERNAL RELATIONSHIPS:

Daily direct work with ULI members, including certain Advisory Board members serving in key committee leadership positions, members, member firms, sponsors, prospects, vendors, collaborative partner organizations, and consultants

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PROFESSIONAL REQUIREMENTS:

• BA/BS required and related nonprofit experience preferred
• 1-3 years work experience preferred
• Demonstrated proficiency/skills in Microsoft Office (Word, Excel, Outlook, and Power Point); knowledge of and competency with a graphics, Illustrator, Photoshop, or communications software a plus. Familiarity and proficiency with web-based tools, such as WordPress
• Professional oral and written communication and interpersonal skills to work with senior business and public sector executives
• Ability to initiate and prioritize tasks and handle multiple tasks concurrently and completely with responsible follow-through and minimal supervision
• Ability to provide courteous customer service and professional relationships with coworkers in a fast-paced environment
• Self-motivated, demonstrating meticulous attention to both details and deadlines.
• Proven project and office management skills, including the ability to creatively solve problems
• Aptitude for financial management and budgeting with an outstanding attention to detail.
• Meeting and event coordination skills
• Interest in real estate and land use desired
• Ability to attend early morning and evening events is required
• Ability to travel to ULI Boston events throughout New England and occasionally to ULI meetings in other locations
• Use of personal vehicle may be required for local travel

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