Job Type: 30 hours/week until January, 2021, then 40 hours/week
Location: Remote with some travel to events and staff collaboration meetings
Reports to: Executive Director
The Administrator (this title is negotiable commensurate with experience) is responsible for the operational and administrative management of the association, including bookkeeping for financial transactions, processing and tracking membership, managing the database and the website, and managing the planning and implementation of meetings and events. This position is mostly remote, with some travel for association events and staff collaboration required. Preference is given to individuals within 150 miles of Arlington, VA.
Accounting, Record Keeping, & Document Retention
Maintain bookkeeping entries of all STA transactions in QuickBooks.
Coordinate statements and reports quarterly and annually with accountant for official reporting.
Confirm association policies required for non-profit tax reporting annually via board vote.
Obtain authorization for accounts payable.
Cut checks and send with appropriate documentation to approved check signers.
Reconcile monthly bank and financial account statements.
Deposit payments, track and monitor revenue for accounts payable.
Record and monitor membership, program attendance, sponsorship, etc. and sync with financial records.
Monitor, analyze and prepare financial reports and proactively communicate to the Executive Director and the Treasurer on a regular basis.
For compliance, manage and oversee required record retention and documentation.
Store and track relevant financial and historical documents in storage facility.
Monitor and track expenses against budget.
Membership & Database
Responsible for the operations and integrity of association data and the database.
Develop quality control standards for data integrity.
Manage all data incompatibilities to ensure timely resolution.
Manage coding and segmentation for membership, committees, programs, etc.
Research annual dues categories for each member per the number of accounts on their TA-1 and TA-2 filings on the SEC website.
Process annual membership dues billing.
Conduct weekly review of member dues processing during dues billing season.
Manage integration of data between database and website.
Contribute to member retention efforts through creative, timely communications and support.
Schedule and administer webinars.
Schedule and liaise committee meetings in partnership with the Executive Director.
Respond to telephone and email inquiries from members, guarantors and investors.
Produce, distribute and tabulate proxies for annual meeting.
Register event attendees and manage actual attendance against guarantees.
Conduct site searches and negotiate vendor contracts for Executive Director review and approval.
Analyze previous years’ expenditures and project anticipated revenues and expenses accordingly.
Negotiate venue, catering and a/v selections within budget.
Serve as co-liaison with host venues along with Executive Director.
Prepare room blocks, rooming lists, and track room pick-up and reservation deadlines.
Manage temporary help onsite.
Review vendor invoices and reconcile with contracted terms.
Format and compile speaker presentations.
Print and distribute handouts for participants.
Obtain and update speaker bios and photos.
Design, load and administer conference app.
Marketing & Communications
Assemble and format the STA Newsletter.
Develop content, design and coordinate member communication via email, Constant Contact, social media, etc.
Monitor and update Website content.
Evaluate, monitor and update marketing copy on a pro-active basis.
Prepare agendas and take meeting minutes for committee and board meetings.
Monitor updates, news, postings on Linked-In site, along with new requests to join.
Represent the STA at events at the Executive Director’s request.
Bachelor’s degree and a minimum of 10 years’ experience in association management.
Excellent interpersonal and communication skills, both written and oral.
Ability to write effective and engaging copy for member communications and event promotions.
Strong project management, analytical, and problem-solving skills with close attention to detail.
Professional customer service skills to deal effectively and diplomatically with business contacts.
Experience tracking and monitoring accounts payable and receivable and reconciling with budgets.
Self-starter with the ability to handle multiple priorities.
Experience negotiating contracts with a solid understanding of vendor contract terms.
Knowledge of MS Office experience including but not limited to MS Word, Excel, PowerPoint, Access, Publisher; Adobe Acrobat; QuickBooks. Demonstrated experience and strong knowledge of Excel required. Experience with various social media platforms such as Twitter and LinkedIn.
Accuracy and proficiency with technology, databases, and financial data.
Commitment to sound business ethics and high level of integrity and transparency.
Ability to travel approximately 30 days per year for events and staff collaboration.
Preference given to individuals located within 150 miles of Arlington, VA, to facilitate in-person staff collaboration as necessary.
Telecommuting is allowed.
Additional Salary Information: 20 days of vacation plus 10.5 paid holidays
About Securities Transfer Association
The Securities Transfer Association, (“STA”), is an industry trade association
whose members are transfer agents and companies that provide goods and
services to transfer agents. Founded in 1911, the STA represents more than 130
commercial stock transfer agents, bond agents, mutual fund agents, and related
service providers within the United States and Canada. Collectively, STA
members serve as transfer agents for publicly traded corporations, providing
record keeping and other services to approximately 15,000 companies which
include, mutual fund investment companies, and corporate issuers servicing
more than 100 million shareholders. The STA represents its members in dialogue
with regulators, while providing information and education for members on new
or changing regulations that will impact their business, and establishing
guidelines allowing effective exchanges of data between transfer agents and
other industry participants. It also works with other industry groups, including the
Depository Trust Company, FINRA and NYSE/Euronext.