Portland, Oregon
Administrative and Events Coordinator Job Opening in Portland, Oregon - Are you looking for a great opportunity to work with a growing non-profit organization focused on the healthcare industry? Do you have a love of event planning? Then this just might be the very job you've been looking for! This is a Temporary to Hire opportunity paying $19/HR working Monday-Friday, 8am-5pm with great benefits upon hire. Our client, located in Downtown Portland, is seeking a new team member to join their busy, fast-paced team of professionals to provide administrative and event planning support. Utilizing a high degree of organizational skill and independent initiative, the Events and Administrative Coordinator partners with the Core Services Team to provide logistical support for networking events, learning collaboratives, trainings and webinars, as well as other administrative tasks and project support as necessary. Some travel may be required.
Meeting and Event Planning
Leads the Logistics of Assigned Gatherings: Oversees the event planning process with guidance from the planning team to ensure smooth and successful gatherings. Coordinates planning meetings with relevant teams to create action items and ensure follow-up. Creates timelines and task assignments, developing tracking systems to manage deadlines. Events include: peer network gatherings, learning collaboratives, health center trainings, webinars, staff gatherings, and individual team meetings.
Coordinates All Aspects of Event Planning: Manages established event budgets, and secures venues and catering. Coordinates event staffing, including staffing for set up and break down of each event. Coordinates printing needs, and develops and disseminates event communications. Administers registration platform, and trouble shoots issues for attendees. Develops and compiles evaluation feedback for post-event team debriefs. Other duties may include arranging travel for speakers and staff as needed.
Provides Internal and External Meeting Support: Coordinates calendars for scheduling of meetings for internal staff and external members and partners. Prepares and finalizes agendas and presentations. Sets up webinars, conference calls, and presentations. Documents meeting minutes and action items. Crafts and disseminates email communications.
Administrative Coordination
Processes paperwork such as invoices and expense reports, and makes travel arrangements for consultants, vendors and conference participants, etc.
Works with administrative team to ensure a smooth office work flow including covering phones, reception, meetings, etc. as requested.
Other Duties and Responsibilities
Creates and maintains rapport with members, developing relationships with the CHC member community.
Performs other administrative tasks and projects as asked.
Knowledge, Skills, and Abilities
Ability to organize meetings and events of all sizes
Ability to handle stress, tight deadlines, and competing and moving priorities
Ability to work effectively with a team, establishing and maintaining effective working relationships across a wide variety of work styles and personalities
Maintenance of a big-picture view of event needs and execution of all the sub-components
Ability to clearly communicate, both verbally and in writing
Knowledge of online registration software (Eventbright or similar), or ability to learn
Fluency in Excel spreadsheet, Power Point, and Outlook
Venue and vendor management, as well as contract negotiations
Ability to multitask multiple timelines, projects, and demands
Keen attention to detail
Ability to anticipate needs and manage time effectively
Demonstrated excellence in internal and external customer service
Strong team player with flexibility
Minimum Qualifications and Experience
Position typically requires some professional education and/or up to three years? experience or equivalent experience.
Fluency in written and spoken English required.
A proven record of organizing and implementing trainings and events
Job Type: Full-time
Salary: $19.00 /hour
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