Administrator, Association Management & Operations

COMPANY OVERVIEW
NHS Global Events is a leader in meeting management and hotel sourcing, dedicated to building strong client partnerships through decades of industry experience. We deliver exceptional solutions tailored to exceed expectations and ensure seamless event execution.

POSITION OVERVIEW
We are seeking an Administrator, Association Management & Operations to join our team and provide comprehensive support for multiple association clients along with internal reporting and administrative initiatives. This role is responsible for association management support, financial reconciliation, and meeting operations administration. The ideal candidate is highly organized, detail-oriented, comfortable working with financial data, and experienced in customer service along with administrative support in a multi-client, professional services environment.

Candidates must reside in the Chicagoland area. This is a full-time, hybrid position requiring at least two days per week in our Chicago office, with the remainder of the week remote. The schedule is subject to change at the discretion of NHS Global Events.

PRIMARY RESPONSIBILITIES

Association Management Support

• Provide operational and financial coordination to four association clients
• Manage and respond to phone lines and email inquiries working directly with members and attendees on all inquiries
• Pick up checks, prepare deposits, and communicate updates with Account Managers
• Support financial tracking and documentation to ensure accurate and timely reporting
• Work directly with CFO to enter and reconcile financial data quarterly
• Maintain membership records
• Travel to support the associations at meetings on an as needed basis

Financial Reconciliation & Reporting

• Partner with Account Managers to create and finalize post-event reconciliation reports
• Support Accounting Coordinator with pick-up report collection
• Assist sales team in preparing and sending out quarterly and monthly strategic client reports
• Create, send, process, and track invoices and payments
• Manage budgets and forecast cash flow

Meeting Operations Administrative Support

• Provide administrative assistance to meeting managers
• Support data entry for time tracking and program expenses
• Data entry of monthly program expenses
• Print and prepare onsite materials
• Ship materials to event locations
• Manage restocking and inventory of onsite supplies and materials

QUALIFICATIONS

• Organizational and time management skills
• High attention to detail, particularly with financial data
• Ability to manage multiple projects and deadlines simultaneously
• Strong written and verbal communication skills
• Proficiency in Microsoft Office and event/financial management systems
• Ability to work collaboratively across teams
• Travel required (5%)

PREFERRED SKILLS AND ATTRIBUTES

• Experience in association management or event planning
• Exposure to financial reconciliation or accounting processes (Stripe, QuickBooks Online)

COMPENSATION

The salary range for this position is $52,000–$62,000, commensurate with experience and qualifications.

COMPANY BENEFITS

• Flexible hybrid work schedule (2 days in office, 3 days virtual)
• Paid time off
• Employee sabbatical (1 week after 5 years, 1 month after 10 years)
• Summer Friday early closure (Memorial Day - Labor Day)
• Health and dental insurance with 75% company contribution toward premium
• Monthly cell phone and gym membership allowances
• Support for professional development and industry event attendance
• Travel opportunities for supplier FAM trips & educational events
• Company profit sharing program

NHS Global Events provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Pay: $52,000.00 - $62,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Referral program

Experience:

• Association Management or Event Planning: 2 years (Preferred)
• Financial Reconciliation or Accounting Processes: 2 years (Preferred)

Location:

• Chicago, IL 60603 (Required)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Chicago, IL 60603 (Required)

Work Location: Hybrid remote in Chicago, IL 60603