Executive Assistant

Conference And Meetings Coordinator

Provide overall logistical support for all conferences and meetings, including the biannual leadership conference and boules produced. Coordinates and / or assists all planning aspects of conferences, meetings and events including pre-planning, onsite execution and post event wrap-up within guidance provided by Assistant Director of Conferences & Meeting Planning. Manages a master calendar and project timelines related to all meetings Assists with departmental critical deadlines and deliverables schedule. Discretion and the ability to maintain confidentiality with sensitive information. Maintains AMEX log and receipts via Concur Expense System. Post meeting invoice review and reconciliation. Disseminates meeting / conferences notifications. Prepares Meeting Announcements. Monitoring of Meeting Planning Inbox Coordinates housing, audio-visual, food & beverage and transportation requirements for assigned meetings. Provides on-site staff support for assigned meetings.

Required Skills : Excellent verbal and written communication skills. Ability to manage multiple projects as well as people, multi-tasking skills Ability to prioritize, manage time and to work independently. Strong interpersonal skills and the ability to work with challenging personalities. Detail-oriented and very organized. Discretion and the ability to maintain confidentiality with sensitive information. Advanced computer skills including Word, Excel and Access Minimum 3 years working experience in meetings planning / events Basic accounting skills needed and some college. Experience in planning meetings for an organization of comparable size with excellent knowledge of meeting industry terminology and housing processes. They should have excellent organizational and communication skills, be able to multitask, and have a strong attention to detail. They should also be able to work under pressure, solve problems creatively, and respond to problems in a calm and helpful manner.

Software Experience : Sap Concur Intermediate, MS Office Intermediate, Cvent -Intermediate Requirements + Excellent verbal and written communication skills. + Strong multitasking abilities to manage various events and projects simultaneously. + Proven capacity to prioritize work, meet deadlines, and work independently while maintaining confidentiality in handling sensitive information. + Advanced command of Microsoft Word, Excel, and Access. + At least 3 years of event planning experience, ideally for nonprofit or college-based organizations. + Basic accounting skills and familiarity with expense reconciliation platforms. + Experience with event planning for organizations that value diversity and multicultural engagement. + Strong interpersonal skills with the ability to engage respectfully with diverse personalities and teams.