Administrative And Events Coordinator

The mission of The Council of State Governments' Southern Legislative Conference (SLC) is to foster and encourage intergovernmental cooperation among its 15 member states. In large measure, this is achieved through the ongoing work of the Conference's six standing committees and supporting groups. Through member outreach in state capitols, policy research, international member delegations, staff exchange programs, meetings and fly-ins, staff support state policymakers in their work to build a stronger region. To learn more about the Southern office visit us at www.csgsouth.org. To learn more about careers at CSG, and about our comprehensive benefit offerings, including medical, dental, vision, retirement, paid time off, PSLF eligibility and more, please visit our website here.

JOB SUMMARY

The Administrative and Events Coordinator is a multifaceted position and responsible for providing event and program planning and coordination and administrative support for the Southern Office. Under the supervision of the Regional Director, and in complete alignment and coordination with the Sr. Events Manager, the Administrative and Events Coordinator makes regular travel arrangements for staff and external participants of Southern Office programs; coordinates mailings/emails to high-level elected officials for special events; and in preparation for events interfaces with high-level elected officials and their staff. In preparation for the Southern Legislative Conference, leadership programs, and various fly-ins, the Administrative and Events Coordinator works cross-departmentally to organize and monitor housing reservations and room lists; book flights for participants and presenters; assists in the coordination and data entry of meeting registration; and serves as support staff on-site at specific events and programs. The Administrative and Events Coordinator is also responsible for specific administrative functions of the Southern office, such as ordering supplies and working with external vendors. The Administrative and Events Coordinator exercising semi-independent judgment and proficiency in Adobe Creative Suites and Microsoft Office applications.

ESSENTIAL DUTIES & RESPONSIBILITIES

Events Support Responsibilities:

• In concert with the Sr. Events Manager and designated staff, serves as liaison with hotels, facilities, vendors, other entities and develops relationships with the same.

• In concert with CSG South staff and the Host State, assists with overall planning and programming for the Southern Legislative Conference.

• Works with the Regional Director and Sr. Events Manager to determine site logistics of the Annual Meetings, including on-site visits, pre-planning communications, and activities for the Southern Legislative Conference.

• Works with the Sr. Events Manager and Finance and Events Coordinator to create and implement the Southern Legislative Conference registration portal (Cvent) and effectively integrate this portal with Passkey.

• Responsible for creating, implementing, and maintaining the hotel reservations portal (Passkey) for the Southern Legislative Conference.

• Organizes and monitors Southern Legislative Conference housing reservations, program group room list, and related rooming reports for meetings and programs.

• Coordinates the pre-conference registration, lists, ribbons, badges, committee cards and other items needed for on-site registration.

• Responsible for registration list pre-Southern Legislative Conference with routine audits and editing, payment revisions, and participant communication.

• Main point of contact for hotels and members regarding reservations and assisting with on-site registration at the Southern Legislative Conference and supports room/travel needs of attendees that arise.

• Makes regular travel arrangements (air, hotel, and ground transportation) for external participants of Southern Office programs and the Southern Legislative Conference.

• Compiles and prepares event and program briefing packets.

• Serves as event staff on-site at assigned events and programs.

• Coordinates and tracks the production of awards, plaques, and recognition items, and works in concert with the designated staff for distribution through various programs and events, including the Carter Hellard Award, STAR, Legacy Award, and Chair recognition.

• Arranges food and event vendors for state visit events held during state visit season and participates in pre-planning meetings.

Administrative Support Responsibilities:

• Answers and redirects main office phone calls.

• Coordinates mailings and/or emails to high-level elected officials, including mail-merge correspondence with appropriate mailing lists, recording responses, and notifying appropriate staff.

• Provides support to the Directors, including scheduling appointments and meetings, processing materials, and preparing correspondence for events.

• Supports the Southern Office staff with hotel and transportation arrangements for state visits.

• Assists with overall office organization, including supplies and inventory.

• Responsible for ordering routine office supplies, such as copier paper, coffee, toiletries, cleaning supplies, etc.

• Responsible for engaging vendors to maintain or repair office equipment, such as copiers, postage machine, surveillance cameras, phone systems, etc.

• Responsible for maintaining current staff phone list and call tree.

• Main point person for housekeeping vendor to ensure office and trash is disposed weekly.

• Responsible for maintaining and implementing the weekly office checklist of items for general office upkeep.

• Responsible for routinely updating the CSG South history binder to maintain records of key leaders and award recipients.

SKILLS & ABILITIES

• Keeps current on organizational changes and developments

• Demonstrates a high degree of attention to detail, professional demeanor and exhibits appropriate interpersonal skills and relationships with both internal and external partners

• Demonstrates proficiency in Microsoft Word (including mail merges), Excel, and Internet search skills

• Communicates clearly and effectively (written and oral), demonstrates sensitivity and tact, and possess exceptional customer service skills

• Demonstrates a high degree of skill in prioritizing/organizing tasks and efficiently managing multiple projects while keeping attention to detail

• Dependable, flexible, approachable and able to work collaboratively with internal and external staff and stakeholders in a professional manner

• Ability to interact effectively with diverse people in different contexts and foster equity and inclusion through self-awareness, cultural sensitivity, and valuing others.

• Dedication to public service with an unfailing commitment to act with civility, be nonpartisan in performing CSG duties, and be a responsible steward of member and donor funds.

• Travels by plane and vehicle, overnight and for varying lengths to fulfill duties and responsibilities as needed.

EDUCATION AND EXPERIENCE REQUIREMENTS

• Bachelor's degree in communications, event or project management, or a related field required; or equivalent combination of education and experience.

• Two or more years of work experience in event planning, marketing, or related area.

• One or more years of work experience in supporting executive management, nonprofit, government or related sector.

APPLICATION INSTRUCTIONS

Interested candidates must complete the online application and include their cover letter and resume.

Qualified applicants will receive consideration for employment without regard to characteristics including but not limited to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. CSG is an Equal Employment Opportunity employer.