Administrative Coordinator - Conferences

The anticipated hiring range for this position is $22.00 to $25.00 per hour. Hiring offers will be determined based on the final candidate's qualifications and experience. The recruiter can share more information about what the anticipated hiring rate would be based upon your specific qualifications during the selection process.

The CIA offers a substantial benefits package that includes medical coverage available at no cost to qualifying employees, dental insurance, vision insurance, life insurance, short and long term disability insurance, retirement savings plan with high employer contributions, a generous paid time off program, and more!

As the benefits package at the CIA results in a significant value above the base hiring rate for this position, we encourage you to apply so that our recruiters can share more information with you about the benefits of working for the CIA.

POSITION SUMMARY

The Administrative Coordinator will be responsible for assisting in all aspects of conference planning and execution with special focus on copy-editing, operational, and administrative logistics. The Administrative Coordinator will assist the Strategic Initiatives Group (SIG) with coordination of annual conference and leadership initiative programs that have a range of strategic topics from world cuisines, professionalism, innovation and flavor development to health, wellness, and sustainability. The Administrative Coordinator will also assist with administrative, planning, and editorial support as needed for all programs, as well as the day-to-day operations of SIG.

ESSENTIAL RESPONSIBILITIES

• Organize, format, edit and prepare curriculum resource needs for all programs for print and online distribution according to curriculum style guides.

• Edit and format conference tasting mats, menus, tent cards, handouts, signage, and materials for SIG team review, and final print for use during programs. Coordinate and assist with program course booklet assembly for print and electronic distribution.

• Assist with content management, design, and ongoing updates of conference websites with current program information including but not limited to schedules, presenter information, registration details, recipes, videos, presentation, and other resources.

• Assist with content management for virtual platforms and mobile apps as needed for individual programs. This includes virtual event and app updates, editing, final review and proofreading before the release of each program.

• Assist with organization, inventory and distribution of all conference disposables and paper goods. Assist with conference audio-visual support for meeting venues as needed.

• Assist with building online registration sites, as necessary. Coordinate and assist with onsite and online live event logistics including registration and room and session host facilitation.

• Assist with hospitality and customer service management for conference attendees prior to arrival, onsite and post programs.

• Respond to inquiries and interact with SIG sponsor contacts, conference attendees and presenters, as well as Culinary Institute of America (CIA) staff, faculty, and students, to provide information regarding SIG initiatives, solve routine problems, or otherwise respond to requests and questions.

• Assist with administrative support and coordination of conference logistics related to sponsorship, operations, and programming as needed.

• Conduct research, compose correspondence, and prepare letters, memos, reports, forms, charts, or other documents from written and verbal instructions as needed for the SIG Team.

• Format, review and/or edit SIG program educational resources, reports, white papers, and/or promotional and marketing materials, as necessary.

• Maintain SIG databases and files on sponsors/client information, contact records, etc. Update master databases, recipes, bios, headshots, and other documents after each program.

• Responsible for completing SIG paperwork and filing, including maintaining both electronic and hard copy files in accordance with established guidelines and format.

• Draft invoices and letters of agreement as sponsors are confirmed.

• Assist with digital media filming projects, digital media curriculum and photo shoots as needed.

• Tabulate results from print and electronic surveys for team review in provided templates.

• Provide administrative support for SIG team members as needed. Assist as needed with general department responsibilities.

• Ensure cleanliness and order in office spaces, and manage offices supplies and inventories for the SIG team.

• Serve as host to guests of the SIG team, including providing tours of campus when needed.

• Any and all other duties as required.

REQUIRED QUALIFICATIONS

Education:

• AOS degree or equivalent in administrative experience.

Experience:

• One (1) year of experience in event coordination, restaurant, hospitality or in an administrative capacity.

PREFERRED QUALIFICATIONS

• Bachelor's degree.

• Prior event coordination, management and/or sponsored event experience strongly preferred.

• Previous experience with copy editing (particularly the Chicago Manual of Style) and/or recipe editing/writing strongly preferred.

• Experience with Salesforce, Squarespace, Cvent, or Hopin virtual event platforms.

• Experience in the MAC environment and/or with digital media, video, Adobe Professional, and/or Adobe Photoshop would be an additional bonus.

REQUIRED SKILLS

• Strong computer experience, which must include abilities to work effectively with MS Office suite products, i.e. Word, Excel, PowerPoint.

• Strong organizational and office skills.

• Knowledge of or considerable interest in food, wine and cooking.

• Must be conscientious about event related details especially with respect to program support.

• Collegial and positive in outlook and approach.

• Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.

• Strong analytical, problem-solving and conceptual skills.

• Strong teamwork and interpersonal skills; ability to be adaptable, dependable and handle multiple priorities simultaneously.

• Excellent customer service and conflict resolution skills.

WORKING CONDITIONS

• Must be able to work overtime on nights and weekends as required by business needs.

• Must be able to work at both locations of the CIA California Campus (Copia in Napa, CA and Greystone in St. Helena, CA). Must possess own transportation in order to travel between locations during the workday as required.

• Ability to work in extreme temperatures hot and cold for extended periods.

• Ability to lift and carry up to 30 pounds; 50 pounds with assistance.

• Regular work requires a great deal of sitting and standing for extended periods.

• Regular work requires the use of a computer, sometimes in excess of eight (8) hours per day.