Relationship Fulfillment Coordinator

City of Raleigh North Carolina; Raleigh (NC); On-site; USD 42,000 - 64,000; Full time

Job summary

The Relationship Fulfillment Coordinator is assigned to the Administrative Division, supporting work across all of The Complex’s venues.

The role provides a wide range of direct administrative and service support to The Complex’s leadership team, guests, sponsors and commission board members, and serves as the front desk representative in the convention center, requiring excellent interpersonal and customer service skills.

Qualifications

• Associate's Degree or 2 years of college in Secretarial Science, Office Management, General Business
• 3 to 5 years’ experience in executive-level administrative assistance or related field
• Any equivalent combination of training and/or experience that provides the required knowledge, skills and abilities may be substituted

Responsibilities

• Provides executive-level administrative support; screens calls, responds to emails, handles confidential issues, and resolves customer complaints.
• Supports naming sponsors and fulfillment needs, including tracking contracts, assisting with the execution of contractual obligations and relationship building.
• Manages calendars and schedules; coordinates meetings, appointments, programs, conferences, events, interviews, and travel; resolves scheduling conflicts; prepares agendas and minutes; manages logistics and resources.
• Maintains and/or oversees maintenance of department files, records and documentation and ensures retention of records per policies.
• Composes original correspondence and content for executive leadership; prepares charts, graphs and presentation materials; completes surveys; assists in developing procedures and policy documentation.
• Establishes and maintains rapport with external guests and internal stakeholders; provides stellar customer service.

Skills

Exceptional customer service

Problem solving

Organizational skills

Education

Associate's Degree or 2 years of college (Secretarial Science / Office Management / General Business)

Tools

Word processing

Database

Spreadsheet applications

Job description

The Relationship Fulfillment Coordinator is assigned to the Administrative Division, supporting work across all of the Complex’s venues. The primary purpose of this role is to provide a wide range of direct administrative and service support to The Complex’s leadership team, guests, sponsors and commission board members. The ideal candidate will demonstrate strong collaborative, problem solving skills, along with flexibility and a desire to provide amazing customer service. This role also serves as the front desk representative in the convention center. As such, excellent interpersonal and customer service skills are a must.

This position reports to the Director of Talent Strategy of The Complex but regularly works with and takes direction from several members of leadership.

About You

You are an experienced administrative professional who excels at providing executive-level support while building strong relationships with internal and external partners. You have extensive experience with data collection, records preparation, and take initiative to solve problems proactively. You continuously provide excellent customer service while managing multiple project deadlines. You are committed to delivering high-quality work to ensure venue operations run efficiently.

About Us

The Complex has an amazing team of people who operate four unique venues – Atlantic Union Bank Convention Center, Martin Marietta Center for the Performing Arts, Red Hat Amphitheater, and Coastal Credit Union Music Park at Walnut Creek. Our goal is to shine and lead the way for others in our industry and provide exciting events to the City of Raleigh, including touring shows, concerts, unique conventions, festivals, and expos. We strive to create memorable moments for everyone who visits our venues.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Provides advanced administrative support and coordination for executive leadership and management team; screens and prioritizes phone calls and requests and responds to email and phone inquiries; handles sensitive and confidential issues and records; resolves customer complaints; and refers customers to the appropriate resource.
• Supports naming sponsors and fulfillment needs, including tracking contracts, assisting with the execution of contractual obligations and relationship building.
• Manages calendars and schedules; coordinates the scheduling of meetings, appointments, programs, conferences, events, interviews, and travel; resolves scheduling conflicts; prepares agendas and minutes; manages logistics and arranges for required resources, materials and facility spaces; monitors deadlines and payment schedules.
• Maintains and/or oversees the maintenance of department files, records and documentation and ensures the retention of records in accordance with retention policies and procedures; performs a variety of clerical and office support activities to ensure smooth operational flow.
• Composes original correspondence and communication materials and content on behalf of executive leadership and/or team; prepares and maintains charts, graphs, presentation support materials and/or marketing communication materials/content; completes surveys; assists in developing procedures and maintaining policy documentation.
• Establishes and maintains rapport and working relationships with external guests and clients at our venues, as well as internal stakeholders (i.e., employees, Boards and Commission member, and City colleagues). Provides stellar customer service.

Education and Experience

Associate's Degree or 2 Years of College in Secretarial Science, Office Management, General Business, or related field; 3 to 5 years’ experience in executive-level administrative assistance, or related field

OR

Any equivalent combination of training and/or experience that provides the required knowledge, skills and abilities may be substituted

Knowledge Of

• City processes and associated deadlines, city software, city policy, government regulations
• Modern office practices and procedures including the use of standard office equipment and computer applications such as word processing, database, and spreadsheet applications
• Administrative procedures and communication practices

Skill In

• Exceptional customer service
• Identifying and addressing challenges that arise while maintaining productivity and efficiency
• Utilizing strong organizational skills

Ability To

• Facilitate effective teamwork with colleagues and stakeholders; foster positive relationships and achieve common goals
• Maintain the confidentiality of information

ADA and Other Requirements

Work Environment and Physical Effort

Sedentary: Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body.

Work Environment

Work is typically performed in an office or similar indoor environment.

Work Exposures

Work in this position does not require frequent environmental exposures. Employees may occasionally be exposed to individuals who are hostile or irate.

City of Raleigh is an Equal Employment Opportunity (EEO) employer. Accommodations for individuals with disabilities are provided upon request.