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Event Administrative Coordinator

Department: The Office of Chief Operating Officer
Location: Washington, DC

TITLE: Event Administrative Coordinator
ORGANIZATION: National Governors Association
LOCATION: Washington, DC
DURATION: Full Time
POSITION STATUS: Non-Exempt
COMPENSATION: A competitive compensation package will be made to the qualified candidate
REPORTS TO: Director, NGA Events

ORGANIZATION BACKGROUND
Founded in 1908, the National Governors Association is a bipartisan organization of Governors from the 55 states, territories, and commonwealths whose mission is to share best practices, speak with an informed voice on national policy and develop innovative solutions to improve citizens’ lives through state government and support the principles of federalism.

Through NGA, Governors identify priority issues and deal with matters of public policy and governance at the state and national levels. Our policy and research arm, the NGA Center for Best Practices, helps Governors find collective answers to common issues and assists in developing and implementing innovative solutions to public policy challenges. Our Government Relations team ensures that Governors are a strong voice in Washington, DC. NGA also provides total consultative services, including management and technical assistance to both new and incumbent Governors, their senior executive staff, and their trusted advisors.

KEY RESPONSIBILITIES OF THE EVENTS ADMINISTRATIVE COORDINATOR 
NGA is looking to add a bright, resourceful and organized Events Administrative Coordinator to our Events team. The Events Administrative Coordinator supports all NGA related events by providing administrative and logistical assistance. The Events Administrative Coordinator works within a team environment, under the direction of the Director, NGA Events and Senior Event Manager and collaborates with both internal and external stakeholders to deliver top quality events.

Other important responsibilities of the Events Administrative Coordinator:

  • Provide administrative on-site meeting assistance including but not limited to registration,  coordination of freight shipment, coordination of signage, speaker assistance as needed;
  • Handle logistical requirements for assigned meetings;
  • Assist with development and monitor registration sites for all NGA events as assigned;
  • Monitor room blocks for all NGA events as assigned;
  • Coordinate/support on-site registration processes including credentials distribution for all major events; 
  • Oversee badge production in advance of each program;
  • Maintain the NGA events calendar; 
  • Assists with creating and maintaining event reports; 
  • Serve as point of contact for NGA’s travel platform (currently Egencia);
  • Assists in monitoring the collection of event registration fees; 
  • Provide technical assistance and other support for virtual meetings; 
  • Reconcile Events Division expense reports as requested;
  • Maintain Events supplies inventory and monitor and maintain inventory items in NGA Events storage;
  • Assist Events Team including venue sourcing, contract review and processing, developing meeting logistics, on-site meeting support and post meeting reconciliation; help support “rooms only” NGA local programs as requested by Director, NGA Events;
  • Travel, as necessary; and
  • Other duties as assigned by Director, NGA Events.

QUALIFICATIONS
Candidates should have a high school diploma or equivalent, bachelor’s degree preferred in hospitality, event planning or related field, with a Certified Meeting Planner (CMP) credential preferred. Three (3)+ plus years of progressive event planning experience. Preference given to candidates with current, working knowledge of and experience with Federal Travel Regulations (FTR). Experience working with Governors/high level government officials working in federal or state agencies or non-profit organizations is preferred.

The ideal candidate will have demonstrated ability to:

  • Have attention to detail, deadlines, and organizational and time management skills; 
  • Communicate effectively through oral and written communication; 
  • Work independently, set priorities and handle multiple issues at the same time; 
  • Manage multiple events simultaneously in various stages of development;
  • Good customer service skills; to respond to problems and to assist clients with a calm, courteous, and helpful manner and attitude;
  • Work diplomatically in a team environment, both within and outside NGA; Collaborate with other NGA division staff for effective communications;
  • Working knowledge of Cvent registration software would be preferred, as well as travel software platform (ie Egencia);
  • Strong knowledge in operating MS Office suite applications and web tools; 
  • Collaborate and work in a team environment; and 
  • Have flexibility to work potential evenings and weekends.

HOW TO APPLY
Interested candidates should apply online through NGA’s career site. NGA uses Clear Company and all information is kept strictly confidential. An application is considered when all required fields are completed. Please include:

  • Your resume highlighting your education, experience, and direct transferable skills
  • A portfolio of your best written work (attach to your candidate profile via Clear Company)

PHYSICAL AND SENSORY DEMANDS
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. NGA is committed to providing a productive and safe environment. To achieve that goal, we conduct background and reference check investigations for all final applicants being considered for employment.

WORKING AT THE NATIONAL GOVERNORS ASSOCIATION
NGA staff proudly serve our nation’s Governors’ daily and it’s our mission to ensure we offer a comprehensive, competitive benefits package designed to support the needs of NGA employees.

NGA is an Equal Opportunity Employer (M/D/F/V). NGA is committed to fostering an energetic, collaborative, diverse and inclusive workforce. We promote diversity and provide equal employment opportunities without regard to race, color, religion, sex, national origin, protected veteran status, disability status, age, sexual orientation, gender identity and expression, marital status, or any other legally protected factor. We encourage individuals of all backgrounds to apply.

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