Special Events Coordinator/Administrative Assistant

Description

The Special Events Coordinator/Administrative Assistant provides daily key support to the president and CEO and the senior director and executive assistant in Administration and Advancement. This position helps those in the president’s office to execute Insight for Living’s (IFL) mission and vision in an effective and timely manner while ensuring the highest level of quality in all forms of ministry relationships and administrative processes. Working as a liaison between internal and external entities including the IFL board of directors, this position represents the office of the president in an extremely professional manner with utmost personal character and integrity. With personal warmth, a strong customer-service demeanor, and an ability to prioritize changing demands, the assistant partners with the senior director to ensure a high level of excellence in all ministry systems, processes, and projects.

Core Job Functions

Administration and Advancement Department Support (40%)

• Executes a broad range of objective and special projects at the request of the president
• Coordinates projects with Publishing ensuring leaders and key staff have clear direction and project details from the president’s office
• Assists with correspondence on behalf of the president and Advancement officers with both internal and external entities
• Schedules meetings and helps to maintain the president’s calendar and appointments
• Enters SE notes into the database for the president and Advancement officers
• Assists with monthly expense reports and reimbursement requests
• Assists with corporate files and reorganization of filing systems

Special Events Support – Internal and External (35%)

• Coordinates planning of internal executive events such as board meetings, staff meetings, and chapels
• Assists in planning key events, including event objectives, locations, calendar dates, themes, room layouts, décor, dining arrangements, menus, floral arrangements, and budgets
• Works closely with venues and vendors ensuring arrangements and event details are completed before deadlines
• Confirms reservations and preparations with venues and vendors
• Assists with event set-up and tear-down 
• Ensures equipment, supplies, and props are procured and appropriately stored post-event

 Board Member Relations (10%)

• Assists with preparation of board meeting documents and notebooks for bi-annual board of directors meetings
• Assists senior director with maintaining all files and correspondence related to board matters
• Assists with travel schedules and expenses related to the board members

Team Member Contribution (10%)

• Models IFL’s core values through daily conduct
• Exerts initiative and drive to improve departmental and organizational operations
• Owns problems, creates solutions, and maintains personal accountability for results

Professional Development (5%)

• Commits to the challenges of growth and development according to the IFL Professional Development Plan
• Pursues the designated knowledge and/or experience with a positive attitude
• Completes assigned tasks with excellence and in a timely manner

Requirement

• Ability to lead initiatives and juggle several complex projects at one time
• Excellent process-implementation skills 
• Attention to detail and superior organizational skills while multitasking
• Professional interpersonal skills and high emotional intelligence with the ability to build and maintain excellent relationships with constituents, donors, staff, and executives
• Humble, flexible, a positive attitude, and the ability to work well with others
• Effectively collaborates and brainstorms with a creative team
• An ability to anticipate and prioritize work with minimal direction
• An understanding of and ability to maintain confidentiality
• Proficiency in MS Office Suite, particularly Word, Excel, and Outlook

*This is a full-time hybrid position, requiring on-site work, Tuesday through Thursday. Additionally, this position will require Thursday evenings and Fridays the weeks of board meetings.