Senior Meetings Coordinator (NHCSL)

Council Of State Governments; Washington (District of Columbia); On-site; USD 70,000 - 80,000; Full time

Job summary

National Hispanic Caucus of State Legislators (NHCSL) is seeking a Senior Meetings Coordinator to plan and execute conferences, seminars, and events in Washington, DC. You will support the Executive Director and NHCSL staff with scheduling, travel, and administrative tasks while coordinating with vendors and contractors.

The role requires 3–5 years in meeting planning or a similar administrative area, with a preference for experience in government or non-profits.

Qualifications

• Minimum of three to five years of experience providing meeting planning coordination or similar administrative support.
• Experience with state government or a non-profit association preferred.
• Bachelor's degree preferred; candidates with an Associate degree and relevant professional experience will be considered.

Responsibilities

• Leads planning and execution of conferences and events including site selection, registration, transportation, facilities, and food and beverage.
• Develops related reports and assists in program materials with publications.
• Acts as liaison between contractors, organizers and management for conferences and events.
• Manages budgets, authorizes payments, and maintains financial records for events.
• Provides administrative support to the Executive Director and NHCSL staff including scheduling and travel arrangements.

Skills

Interpersonal skills

Customer service

Time management

Detail oriented

Microsoft Office

Spanish (nice to have)

Independent and team work

Budget tracking

Education

Bachelor's degree preferred

Associate degree considered

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Job description

The National Hispanic Caucus of State Legislators (NHCSL) is the preeminent organization serving and representing the interests of Hispanic state legislators from all states, commonwealths, and territories of the United States. Our mission is to serve as a catalyst for joint action on issues of common concern to all segments of the Hispanic community; a forum for information exchange and member networking; an institute for leadership training; a liaison with sister U.S. Hispanic organizations throughout the country; and a promoter of public/private partnerships with business and labor. NHCSL is affiliated to The Council of State Governments (CSG).

JOB SUMMARY

The Senior Meetings Coordinator is responsible for coordinating, planning and execution of all conferences, seminars and events for NHCSL. The Senior Meetings Coordinator also provides administrative support to the NHCSL Executive Director and the NHCSL office and staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Meetings Responsibilities:

• Leads the planning and execution of conferences and/or events, including but not limited to site selection, registration, entertainment, transportation, facilities, room sets, technology, logistics, printing, and food and beverage.
• Develops related reports before and after meetings; assists in the preparation of program materials and collaborates with publications.
• Serves as liaison between contractors, organizers and management with regards to conferences and/or events.
• Works with the Executive Director to develop, track and meet budgets for events; authorizes payment for disbursement; maintains events' financial records.

Administrative Responsibilities:

• Provides support to the Executive Director and staff including but not limited to: scheduling appointments and meetings, arranging conference calls, scheduling travel arrangements and organizing travel itineraries.
• Reads and routes mail, organizes files, processes mass mailings; provides reception services and general administrative support to office staff as needed.
• Prepares expense reports and works with CSG to process bills, invoices and checks.
• Manages the organization's supplies and equipment; liaises with building management.
• Provide administrative support to all teams of NHCSL including Communications, Development, Policy, and Meetings and Membership Services as needed.

Other Responsibilities:

• Works closely with the Executive Director and staff on various projects as assigned.

SKILLS AND ABILITIES

• Strong interpersonal skills including self-awareness, sensitivity and valuing others.
• Dedication to public service with an unfailing commitment to act with civility, be nonpartisan in performing CSG duties, and be a responsible steward of member and donor funds.
• Able to manage multiple tasks, prioritize and coordinate projects simultaneously in an efficient manner to meet deadlines.
• Possess exceptional customer service skills and professionalism.
• Must be detailed oriented and organized with written products and project management.
• Able to work independently on projects and in a team setting.
• Able to prioritize and coordinate work assignments quickly and confidently to meet deadlines.
• Exercises initiative and good judgment, follows direction, understands and applies procedures and instructions.
• Dependable, flexible and able to work collaboratively with senior staff, state elected officials and vendors.
• Proficiency in Microsoft Word (including mail merges), Excel, PowerPoint and Outlook required.
• Ability to work occasionally in the evenings and weekends and travel is required (approximately 5% of time).
• Proficiency in Spanish is a plus but not required.

EDUCATION AND EXPERIENCE REQUIREMENTS

• Minimum of three to five years of experience providing meeting planning coordination, administrative support or similar role.
• Experience with state government or a non-profit association preferred.
• Bachelor's degree preferred; candidates with an Associate degree and relevant professional experience will be considered.

COMPENSATION

The salary range for this position, based in Washington, DC, is $70,000 to $80,000. This salary range is subject to change based on work location and market conditions.

Qualified applicants will receive consideration for employment. Equal Employment Opportunity employer (veterans/individuals with disabilities).