The American Association of Port Authorities, a Washington, D.C., trade association representing seaports throughout the Western Hemisphere, is seeking a Meetings and Database Associate. This person will be responsible for the use and operations of our association management software. A strong candidate will have 3-5 years project or process management experience within an association and significant experience with the association management software iMIS, as well as a flexible, team-oriented attitude and a strong member services focus.
AAPA has a fast-paced, change-embracing culture. The ideal candidate for this position will be energetic, nimble, accommodating, accurate, efficient and customer service-oriented. This position requires sound judgment, and flexibility to adjust work processes and timelines as circumstances dictate.
Typical job responsibilities will include:
Work with AAPA Senior Manager of Meetings and Database Services to ensure timeliness and accuracy of all printed and branded materials needed for conferences, including name badges, signs and banners (including sponsor recognition materials), event rosters, agendas, speaker table tents and speaker bios
Update event agendas as speakers are confirmed, posting updated information on iMIS event webpage as well as PDF agenda stored in AAPA’s web publishing platform
Ensure safe and reliable shipping of all necessary materials for conferences, including laptops, projectors, printers, office supplies and printed and collateral materials
Assist conference attendees with advance registrations for events, including serving as a backup “help desk” to AAPA’s Senior Manager of Meetings and Database Services for members using AAPA’s website/database (iMIS) to register online
Maintain committee rosters in iMIS, including committee leaders and different classes of committee membership
Assist members with online access to company records within iMIS, including adding staff, updating staff titles and contact information, managing security permissions and editing company administrators
Generate mailing lists for publisher on both an annual and quarterly basis
Assist members in updating their organization’s information on an annual basis, facilitating their access through the iMIS online customer management module
Update records of Professional Port Manager candidates in iMIS custom table to reflect candidates' progress through AAPA’s industry certification program
Ensure the integrity of our member data by keeping iMIS updated on an ongoing basis and making changes forwarded by AAPA staff for both individual and company records
Perform regular database maintenance tasks, correcting the creation of duplicate records by members and any data entry errors made by staff
Manage multiple projects in a fast-paced environment with great attention to detail
iMIS experience, including both the staff site and desktop versions, RiSE, IQAs, and batches
Capability to prioritize work according to requests from multiple staff and departments and changing office needs
Ability to oversee ongoing processes and multiple projects independently
Ability to communicate effectively with members, co-workers and supervisors (verbal and written) in a team environment
Attentiveness and time sensitivity to AAPA member requests for assistance
Excellent time management skills
Careful attention to detail
Ability to define problems and draw valid conclusions
Ability to interpret instructions, gain knowledge and show initiative
Additional Salary Information: AAPA provides excellent benefits, including health/dental insurance, pension plan and short-term and long-term disability insurance.
About American Association of Port Authorities
Founded in 1912, the American Association of Port Authorities is a trade association based in Alexandria, VA, which represents more than 130 public port authorities in the United States, Canada, the Caribbean and Latin America. In addition, Association members include more than 300 sustaining and associate members -- firms and individuals with an interest in the seaports of the Western Hemisphere. AAPA is dedicated to serving deep draft public ports by enhancing port management professionalism, and advocating issues critical to public seaports.