Member and Administration Services
In addition to a team of specialists in areas such as marketing, convention and trade show management, as well as web services, Secretariat Services Australasia provide a full-service Member Management allowing our clients to benefit from the support of a core operations staff team that is responsible for managing the day-to-day operations of the Association.
This dedicated group is responsible for membership services, committee and task force support, board meetings, policies and procedures, historical document management, member and board communication, and front line customer service for members and volunteers.
These staff provide the operational excellence necessary to achieve an association's strategic and tactical objectives. From project planning to implementation, our staff supports your volunteer leaders and members with unmatched passion, diligence, attention to detail and service levels.
Our team handles the day-to-day operational requirements allowing your Association leaders to focus their time on strategic and industry issues. We also provide follow-up support to ensure your board and committee members complete their designated action items and projects.
The core operations team's responsibilities typically include:
Member Administration
- Providing frontline customer service to members, and your volunteers
- Assistance in structure of the administrative function
- Processing and orienting new members
- Managing prospective-member databases
- Co-ordinating effective execution of special projects
- Maintaining corporate documents and records
- Assistance in co-ordinating new initiatives
- Maintenance of membership database
Member Communication
- Supporting general communications and announcements
- Create and send newsletter
- Managing post and incoming correspondence
- Liaising with third party suppliers
- Primary contact for all member enquiries
- Dedicated phone, fax and email connection
- Office with boardroom and video conferencing facilities
- Management of mail-outs and regular email contact with members
Events/Conferences
- Concept and planning of events
- Managing of registrations and payments of all functions (including education programs)
- Liaising with speakers (speaker briefs and requirements)
- Assist with building a dynamic event plan
- Liaise with sponsors, trade displayers and satchel inserts
- Preparation of brochures and flyers
- Process bookings, send confirmations and tax invoices
- Book venues, travel arrangements and arrange catering and audio visuals
- Book entertainment (if required)
- Marketing of your event
- Manage registration desk, name tags, satchels
- Liaise with media representatives and prepare media releases
- Pod cast your event, load presentations onto your website and other creative ways of sharing your events.
- Prepare IT requirements for your events - opening slides, loading presentations, hyperlink slides.
- Event survey evaluations
Board / Committee / Chapter Management
- Preparation of Agendas and Council papers
- Co-ordinating board and committee communications
- Supporting board/committee meetings
- agenda planning
- travel/logistical support
- minutes preparation and distribution
- board-materials creation
- onsite management.
- Supporting board, committee and task force activities
- Supporting and developing relationships with chapters and regional, local and special interest groups
- Maintaining accurate files in a safe environment
Finance/Banking
- Bookkeeping Services and Payroll
- BAS services working closely with you and your accountant
- Banking/reconciliation reports to the Treasurer
- Managing member databases and fee processing
- Maintaining general corporate files including membership reports, position statements and membership correspondence
- Ensuring daily organisational adherence to association bylaws and policies
- Co-ordinating and managing special programs, such as for certifications and awards