Operations and Events Coordinator

Status: Exempt/Full Time
Updated: August 2024

Position Overview

The Operation and Events Coordinator will ensure the successful execution of in-person, hybrid, and virtual events. Additionally, they will manage the smooth operation of the virtual office by implementing systems to support the team's goals. The Operation and Events Coordinator, as the office's first point of contact, will provide excellent customer service to all stakeholders. This role is multi-faceted, combining office manager and program responsibilities.

The ADVIS office operates in a fast-paced, team-oriented environment with a strong focus on member service. The staff currently includes a full-time president, a director of programming, a communications and marketing director, and a part-time member services manager. This position reports to and supports the president in fulfilling ADVIS's overall mission and daily operations.

Principal Duties and Responsibilities

The successful candidate will:

• Work independently and collaboratively in a virtual office with minimal direction.
• Handle multiple tasks, follow through on responsibilities, and take the initiative to complete assignments.
• Stay organized and prioritize effectively.
• Ensure that office and school information is kept confidential.
• Be proficient in various computer and web-based applications.
• Manage information both electronically and in tangible copy.
• Provide customer service to ADVIS members and the general public via phone, web, email, and in-person interactions at events.
• Serve as an engaged and involved team member, encouraging diverse experiences and perspectives.
• Act as a voice for ADVIS.

Office Management

• Monitor and manage office supplies, including stationery, appliances, and electronics.
• Respond to website inquiries and requests, phone calls, and emails, directing them to the appropriate staff.
• Organize and oversee staff meetings and retreat agendas, ensuring task completion and follow-up.
• Coordinate and schedule meetings, including arranging rooms, equipment, and refreshments.
• Handle mail, serve as the liaison for accounting services, and manage accounts payable and receivable.
• Develop and prepare communications and documents, including letters, memos, project summaries, agendas, minutes, and marketing materials.
• Maintain and track data and information and create and organize filing systems.
• Attend board committee meetings, gather materials, and maintain Board of Trustee files.

Marketing and Communications

• Assist with website maintenance and content management.
• Support external marketing efforts on social media platforms.
• Conduct research and analysis for special projects and initiatives as assigned.

Program Development

• Work with the Director of Programming to implement events to support ADVIS's professional development programs.
• Assist in all aspects of event planning and execution, including promotional emails, online event pages, registration, logistics, roundtables, and post-event activities.
• Communicate with on-site contacts and event attendees regarding logistics, track attendance, and compile related data.
• Assist in maintaining the interoffice and association event calendar.
• Perform other duties as assigned.