General Purpose:
The Program Coordinator will perform a wide range of administrative and office support activities and event logistics they will conduct themselves in a professional, courteous, and helpful manner at various events and through a variety of media, including the association’s website, email blasts, and social media platforms.
Works with HCC committees, members, and board of directors. Coordinates communication with partners, associations, and public entities. Available to work occasionally after hours some weekdays or weekends to help set up events for HCC.
Experience providing confidential administrative support in a high-profile environment with tact and diplomacy; proven ability to work across a variety of projects and with diverse constituencies; flexibility, adaptability, and ability to work in a changing environment required. An eye for detail and ability to proofread all content before it gets published. Should be interested in working in a non-profit environment.
Essential Functions & Responsibilities:
- Supervise all networking and events for HCC. Coordinate meeting dates, attendees, venue, speakers. Prepare: attendee list, banners, table covers, handouts, etc. In a timely manner complete PowerPoint presentations for the session, coordinate brief bio and headshots for speakers and secure their attendance in advance.
- Organize post-event information to attendees, send a thank you follow-up message with materials, and collection of surveys and result reports.
- Maintain and monitor HCC’s website, social media channels: LinkedIn, Facebook, Instagram, and Twitter accounts to include updating content, collecting graphics, logos, and written materials. Special attention to detail: spelling, dates, current logos for HCC members, etc.
- Assist in coordinating and organizing HCC executive and board at large meetings alongside HCC Executive Director.
- Attend and coordinate various HCC meetings. Send reminders prior to meetings, make sure committee chairs provide agenda, follow-up on minutes, follow-up on projects and maintain documentation in Teams channels.
- Coordinate and facilitate relationships with partners related to grants, sponsorships, and support programs for HCC alongside the HCC Executive Director.
- Assist in solicitation of new member acquisition to meet growth objectives.
- Assist Executive Director on special projects.
- Train/Assist Administrative Assistant when members need help in setting up and maintaining Memberzone accounts.
- Assist Administrative Assistant to Invoice for dues and events through Memberzone.
- Process credit card payments via Memberzone and assist with monthly payment reconciliation.
- Assist Administrative Assistant to reconcile event registrations via Memberzone to eliminate duplicates or incompletes.
- Answer, screen and transfer inbound phone calls.
- Receive and direct visitors and clients.
- Prepare written responses to routine inquiries.
- Prepare and modify documents including correspondence, surveys, reports, drafts, memos, and emails.Assist in developing, proofreading, and distributing event flyers & newsletters, as needed.
- Coordinate with Marketing to order signage, marketing materials and merchandise.
- Detail oriented
- Organizational skills
- Excellent oral and written communication skills
- Management techniques and people skills are essential.
- Good customer service skills
- Proficient in Microsoft Suite and Internet Explorer
- Computer skills and familiarity with the following programs is a plus: Constant Contact, Eventbrite, Memberzone, Adobe Suite
- Proof reading skills are essential. Must be able spell check, review content/graphics to make sure information is correct, meets HCC’s branding standards, looks good to the eye, and reads well.
- Website management skills are essential.
- Help manage social media on a weekly basis this includes Facebook, LinkedIn, and Twitter
- Must be able to prioritize work, multi-task, problem solve and meet deadlines with little supervision.
- Experience in working in a Non-Profit Environment is preferred.
- Able to handle multiple projects and complete in a timely manner.
- Able to interface with persons in Senior Leadership Positions (Elected Officials, CEO’s Community Leaders, etc.
- Spanish speaking and writing a plus.
- 2-3 years of relevant administrative experience
- BA or technical degree a plus
- Experience with social media in a business environment is a bonus.
- While performing the duties of this job, the employee is regularly required to sit and talk or hear.
- The employee frequently spends hours at a computer composing correspondence and/or inputting data.
- The employee is frequently required to stand and walk.
- The employee must occasionally lift and/or move up to 50 pounds.
- The noise level in the work environment is usually moderate.
- The office is located on the second floor of a building without an elevator, so the employee must be able to climb stairs.
- The building is a smoke free environment.
- The employee may be required to work evenings and weekends.
- Hours may vary in length as you may be required to help with clean up after an event.
Salary Compensation Benefits:
Target annual compensation for this position estimated to be in the range of $40,000 - $50,000, commensurate with the relevant professional experience and/or advanced degrees held by the candidate.
How To Apply:
Inquiries and applications, including a resume, 1–2-page cover letter of interest outlining why you believe you are an excellent candidate for this position, a list of three references, should be directed electronically to: rosy@hcc-diversityleader.org. No phone calls please.
