We are seeking a motivated individual to join our team with the shared responsibility of Meeting Coordinator / Administrative Assistant. This role will provide general office support and assist the VP of Administration with the execution of meetings, conferences, and special event logistics from inception through completion, including onsite management and post event closure. This is an annualized salary position with full-time in-office hours of Monday through Friday 8:30am - 5:30pm, 30-35% travel is required. Immediate hire would be ideal.
Must Have Previous Job Experience: • Previous business travel experience • Event planning experience • Administrative Assistant experience
Salary & Benefits: • Salary Range: $50,000 - $60,000 - depending on experience • Paid Vacation Time Available - depending on experience • Medical Benefits • 401K Opportunities Available • Direct Deposit Paycheck
Responsibilities and Duties
Meeting Coordinator:
-Approximately 30-35% overnight travel
-Perform initial site location research on hotels, transportation, entertainment, misc.
-Hotel liaison; prepare and maintain room blocks, banquet event orders, AV needs
-Assist VP of Administration with real-time execution of all conference details and session timelines
-Manage all meeting collateral ensuring that materials are professional and appropriately reflect the organization's standards, thus ensuring quality control
-Reconcile meeting, conference and special event expenditures to deliver on or below budget objectives while keeping the VP of Admin informed on all budget related activities
-Assist in website administration
-In addition to the Essential Functions, also performs similar work-related duties as assigned
Administrative / General support:
-Provide professional administrative support
-Manage outlook calendars
-Schedule in-office meetings and other events
-Design and generate reports, presentations and miscellaneous correspondence, as required
-Daily errands via personal car
-Assist with travel planning and managing business travel, preparing travel itineraries
-Assist with keeping up-to-date status of passports, travel rewards programs and processing of renewals
-Retrieve and distribute mail, screen and direct calls, maintain electronic and hard copy files
-Receive all client guests ensuring needs are/get properly met
-Controls inventory and ordering of office, kitchen and cleaning supplies
-Maintain client contact data electronically and hard copy
-Production of marketing materials and bulk mailing
-Performs other related duties and assignments as required
Qualifications and Skills • High school diploma or equivalent required. Associate degree preferred. • 3+ years' experience in meeting/event coordination as well as 1+ years administrative experience • Past work-related travel knowledge • Expert in Microsoft Word, Excel, PowerPoint and Access • Can handle sensitive information with the highest degree of integrity, discretion and confidentiality • Ability to write, speak and interact clearly and professionally • Extremely organized, strong multi-tasking and time-management skills • Work flexible hours including occasional evenings and weekends if need be • Dependable, insured transportation • Lift 40lbs • US Citizen