Administrative Coordinator – Events Department

GENERAL

• Responsible to the Vice President/Director of Operations – BLACK ENTERPRISE Events.
• Provide administrative and clerical support to the Event Managers and Coordinators, as directed.
• Maintain thorough and ongoing knowledge of all stages of individual programs, products and projects.

PRIMARY RESPONSIBILITIES

• Perform administrative functions including, but not limited to, typing internal and external correspondence, ensuring that all output conforms to company’s standards of style and format.
• Lead liaison with the registration vendor.
• Assist marketing team with all marketing initiatives for each event.
• Research and select vendors for awards, attendee gift bags, etc.
• Solicit agenda items and produce written agenda for weekly staff meetings. Log action items for review at next weekly meeting.
• Maintain department attendance and coordinate the logistics of all internal meetings.
• Develop and maintain an effective system for tracking and processing invoices and check requests.
• Develop and maintain a cohesive filing system for contracts and sensitive/confidential material.
• Process and distribute event staff cash advances for travel and business expenses.
• Assist in coordination of travel and lodging, to and from events, for staff and VIP Guests.
• Manage on-site staff event office and provide assistance and support to staff and attendees.
• Track and maintain departmental supply inventory.
• Proactively screen telephone calls, check events email accounts, and respond to inquiries and requests for information.
• Assist with projects assigned by Event Managers and Coordinators.
• Solicit potential event attendees and/or exhibitors.
• Process all incoming mail each morning and afternoon.
• Participate in the Receptionist Relief Rotation schedule as determined by the Director of Operations.
• Perform other tasks and duties, as directed.