Administrative and Meeting Coordinator

Location
Decatur, Georgia
Salary
Compensation is up to $38,500 annually.
Posted
Mar 19, 2018
Closes
Apr 18, 2018
Position Type
Full Time
Degree Level
Some college
Willingness to Travel
up to 25%
Experience Level
Administrative

The Administrative and Meeting Coordinator is responsible for providing administrative and event planning support for the Southern Office and direct support to the Southern Office Director and Programs and Marketing Manager. Under the supervision of the Programs and Marketing Manager, the Administrative and Meeting Coordinator organizes and monitors housing reservations and room lists for the Southern Legislative Conference annual meetings; assists in the coordination and data entry of the pre-meeting registration process; makes regular travel arrangements for staff and external participants; coordinates mailings to high-level elected officials; and provides general administrative support as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Event Planning:

  • Under the supervision of the Programs and Marketing Manager, and in concert with the Finance and Events Coordinator, assists in the planning and preparation of meetings and events;
  • Organizes and monitors annual meeting housing reservations and group room lists
  • Assists in the coordination and data entry of the pre-meeting registration process
  • Serves as support staff on-site at annual meetings
  • In concert with the Finance and Events Coordinator, serves as liaison with hotels, facilities, vendors and other entities, and develops relationships with same
  • Compiles and prepares annual meeting briefing packets as assigned
  • Assists with the research and preparation of materials relevant to the leadership development programs
  • Participates in the strategic debriefing process for all meetings and events to ensure continual improvement and quality customer service

Administrative Support:

  • Communicates with staff to make regular travel arrangements (air, hotel and ground transportation) for staff and external participants of Southern Office programs
  • Coordinates annual mailings to high-level elected officials, including mail-merge correspondence with appropriate mailing list, recording responses and notifying appropriate staff
  • Provides administrative support to the Southern Office Director including, but not limited to: scheduling appointments and meetings; processing materials; and preparing correspondence
  • Serves as primary telephone operator, responsible for answering, screening and routing all incoming phone calls appropriately and in a timely manner
  • Provides general and advanced administrative support as needed

SKILLS AND ABILITIES

  • Strong communication skills and the ability to demonstrate sensitivity and tact;
  • Demonstrates proficiency in Microsoft Word (including mail merges), Excel, PowerPoint and Internet search skills
  • Communicates clearly and effectively (written and verbal) and possess exceptional customer service skills
  • Demonstrates a high degree of skill in prioritizing/organizing tasks and managing multiple projects in an efficient manner
  • Demonstrates the ability to identify areas that need improvement and takes the lead to solve problems
  • Exercises initiative and good judgment, follows direction, understands and applies procedures and instructions
  • Excellent interpersonal skills, including maturity, an ability to work independently and in a team setting
  • Dependable, flexible and able to work collaboratively with senior staff, state elected officials and vendors in a courteous and professional manner
  • Able to work overtime as needed, particularly leading up to large events

EXPERIENCE AND EDUCATION REQUIREMENTS

Bachelor’s degree plus three years of experience, or a combination of post-secondary education plus five years of experience

APPLICATION INSTRUCTIONS

Applicants must complete the online application and submit a cover letter, and resume.  Incomplete applications will not be considered.

 

CSG is an Equal Opportunity Employer (Minorities/Females/Veterans/Disabled)