Coordinator Events
Overview:
For over 165 years, Boys & Girls Clubs have worked to make a difference in the lives of youth in communities across the country. Today, our Clubs are proud to serve more than 4 million youth at over 5,500 Clubs in all 50 states, the District of Columbia and Puerto Rico. We are also proud to serve military youth on domestic and international U.S. military bases and through the more than 240 Clubs on Native Lands. Our mission is to enable all young people, especially those who need us most, to reach their full potential as productive, caring, responsible citizens.
JOB SUMMARY
Under the supervision of the Senior Director, External Relations Event Planning & Logistics, the Events Coordinator is a key member of the events team, supporting the planning, development and implementation of multiple national events (25+ events per year). Will manage administrative duties, manage and maintain budgets and support multiple yearly events.
Responsibilities:ESSENTIAL FUNCTIONS
Administrative Support
- Provide primary administrative support to the Event Planning & Logistics team.
- Manage and monitor monthly line-item reconciliation of expenses for event team and each event (25+)
- Manage and monitor year-end line-item reconciliation of expenses for event team and each event (25+)
- Manage daily contact with RD Ops, Legal and Accounting departments for various contracts, payments and event expenses.
- Maintain event supplies inventory, packing and shipments for each event.
Event Support
- Assist with preparing, development and executing assigned national events.
- Assist with coordination of vendors and monitoring of contracts.
- Prepare, coordinate and track contracts and payment requests with legal and accounting departments.
- Assist Event Directors with various event logistics pre-event, onsite and post event.
- Coordinate all travel needs for each event including travel authorizations and per diem payments: Club youth participants, production staff and special guests
- Produce event briefing documents for all event participants and senior leadership.
Systems Support
- Develop and maintain computer-based tracking systems: contracts, payments, calendars. Sharepoint, Excel, and Powerpoint
ADDITIONAL RESPONSIBILITIES
- Assist with other projects as required by the Senior Director, External Relations Event Planning & Logistics.
- Demonstrate BGCA mission driven values of integrity, excellence and inclusion and integrate into work environment and ways of work.
- Adhere to organizational policies and procedures as described in BGCA's Employee Handbook, Ethics Policy and elsewhere.
- Demonstrate BGCA mission driven I*CARE values, and integrate these beliefs into our environment and ways of work.
SUPERVISION EXERCISED
- No direct Reports
EDUCATION AND EXPERIENCE
- Bachelor’s degree preferably in a related field or education/experience equivalency.
- Minimum three years of experience preferably in supporting a team, project management, and proactive in determining administrative support for the department.
SKILLS
- Highly organized and able to balance and implement work flow to provide proactive administrative support. Meets or exceed deadlines and event objectives. Strong communications skills, telephone and interpersonal skills, and an ability to manage multiple projects. Demonstrated high standards of ethics and integrity. Excellent composition, proofreading, and editing skills. Intermediate Microsoft Office skills a must. Ability to oversee financial tracking. Ability to use independent judgment, discretion, and sensitivity in dealing with confidential information. A self-starter, able to anticipate needs and devise solutions.
ABILITIES
- Ability to manage multiple tasks with varying deadlines. Ability to exchange clearly and concisely: ideas, facts and/or technical information, and guidance, in person, by telephone, email or correspondence. Physical requirements include: sight, hearing, sitting for six + hours a day, standing, stooping, packing and shipping boxeswriting and reading comprehension.