Events & Administrative Coordinator

Fund Finance Association; Charlotte (NC); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Fund Finance Association seeks an Events & Administrative Coordinator to support the planning, promotion, and execution of events and programs from our Charlotte office. You will work with the CMO, COO, and team to coordinate logistics, manage calendars, travel, and reporting.

The role requires strong organizational skills, attention to detail, and the ability to handle multiple events while maintaining clear communication across time zones. A hybrid in-office/remote arrangement is available.

Qualifications

• 4+ years of administrative support experience
• Experience in marketing or event planning preferred
• Strong organizational and problem-solving skills
• Excellent written and verbal communication skills
• Very strong attention to detail and accuracy
• Independent self-starter with IT familiarity

Responsibilities

• Coordinate events, programs planning, promotion, and execution
• Support scheduling for Board and Committee meetings across time zones
• Assist with travel bookings and expense reports
• Manage office tasks: vendors, shipments, supplies, and communications
• Maintain marketing databases and CRM records (HubSpot)
• Assist with post-event follow-up, surveys, and reporting

Skills

Strong organizational skills

Problem-solving skills

Excellent written and verbal komunik…

Attention to detail

Independent self-starter

Ability to work under pressure

Tools

Microsoft Office Suite

Microsoft Outlook

Excel

Google Sheets

Canva

HubSpot

Job description

Are you organized, proactive, and energized by bringing people and programs together? The Fund Finance Association (FFA) is looking for an enthusiastic, detail-oriented team player to join our team as an Events & Administrative Coordinator. In this dynamic role, you'll play an important part in bringing FFA events and programs to life - from coordinating logistics and supporting event promotion to ensuring the day-to-day operations of our Charlotte office run smoothly. If you thrive in a fast-paced environment, love keeping things organized, and enjoy being the person who makes things happen, we want to hear from you!

What You'll Do:

As the Events & Administrative Coordinator, you'll be responsible for supporting the team in the planning, promotion, and execution of events and programs for the Fund Finance Association (FFA). The Events & Administrative Coordinator works closely with the CMO, COO, and other members of the team to coordinate events and program logistics, provide administrative and operational support, and serves as the first point of contact for the FFA’s Charlotte office location.

Your Essential Duties and Responsibilities:

• Extensive calendar management in Microsoft Outlook, including the scheduling of Board and multiple Committee meetings, for both internal and external team members and volunteers in various time zones.
• Maintain meeting notes for Board and multiple Committee meetings, providing and assigning follow-ups and action points as necessary.
• Assist with the preparation of meeting agendas and bi-weekly Board Packs.
• Assist with booking and coordinating travel for the team.
• Aide and facilitate the submission of expense reports for company-issued credit cards and employee reimbursements for the team, as needed.
• Manage shared email inboxes; direct emails to appropriate team members as needed.
• Assist with the planning and execution of FFA events, including, but not limited to: conferences, webinars, and networking events.
• Assist with event logistics, including onsite tasks at specified events, as needed.
• In collaboration with the Associate, Marketing Programs & Operations, maintain FFA & WFF marketing databases and CRM (HubSpot) records.
• Oversee and coordinate office tasks, including but not limited to: managing vendors, handling shipments and deliveries, printing, replenishing office and breakroom supplies, maintaining office tidiness, and coordinating communication with property management.
• Create, compile, and distribute reports and event attendee lists in Microsoft Excel, sorting/filtering, formatting, and organizing data as needed.
• Assist with creation and distribution of FFA communications, including email campaigns, newsletters, and website updates.
• Work with Marketing & Events team members and CMO to ensure consistency in website design and the timing of updates.
• Assist with post-event follow-up, analysis, and reporting; administer and oversee post-event surveys.
• Assist team with Information Technology needs, serving as the second point of contact for IT troubleshooting, and acting as a liaison between the FFA’s IT vendor and staff, as necessary.
• Support other operations initiatives, as needed.
• Other duties as assigned.

Your Knowledge, Critical Skills, Qualifications Should Include:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 4+ years of relevant work experience in an administrative support role
• Experience in marketing or event planning preferred
• Strong organizational and problem-solving skills
• Excellent written and verbal communication skills
• Very strong attention to detail and level of accuracy
• Ability to work independently as a self-starter
• High level of IT expertise, including but not limited to: Proficiency in Microsoft Office Suite, including a high level of proficiency in Microsoft Outlook; Qualitative and simple formula skills in Microsoft Excel and Google Sheets; Experience in Canva and HubSpot preferred
• Entrepreneurial mindset, that embraces a fast-paced start-up atmosphere
• Confident, with an approachable and dynamic personality
• Ability to work under pressure on multiple events simultaneously, while meeting deadlines with frequent interruptions and competing priorities

Your Work Environment Will Look Like:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Works in an office setting 3+ days per week on average, with the ability to work remotely and flexibly, as permitted based on performance and management discretion
• Ability to attend virtual meetings to accommodate European and Asian time zones, approximately 1-4 times per month, as necessary
• Works under minimal to moderate supervision
• Frequently types on a computer and uses phone
• Occasionally moves about to coordinate work
• Must be able to lift up to 15 pounds at times
• Occasionally travels to offsite events via car, train, and/or air, approximately 10% of the time