Travel & Events Coordinator Aide

Kickapoo; Victoriano Hernandez Colonia (TX); On-site; USD 40,000 - 55,000; Full time

Job summary

Kickapoo Traditional Tribe of Texas invites applications for an Events and Travel Coordinator Aide within Tribal Services. The role supports travel and event logistics for tribal members and employees, ensuring compliance with policies and procedures and serving as a backup contact when the primary coordinator is unavailable.

The position requires a high school diploma or GED and at least two years of administrative or event-planning experience.

Qualifications

• Knowledge of Microsoft Office Suite and administrative procedures.
• Ability to read, write, speak and understand English; Spanish is a plus.
• Strong attention to detail and accuracy in travel and event coordination.

Responsibilities

• Coordinate travel requests for tribal employees including airfare, car rentals, hotels and related needs.
• Coordinate events and travel details for tribal members and employees per policies and procedures.
• Assist in budgeting, vendor coordination, and timelines for events and pow wow trips.
• Assist in booking venues, catering, talent, and transportation; prepare itineraries.
• Maintain records of bookings, registrations, and attendance; support post-event evaluation.

Skills

Microsoft Office Suite

Administrative ability

Attention to detail

English language

Spanish language (preferred)

Education

High school diploma or GED

Job description

In order to be considered for any vacancy within the Kickapoo Traditional Tribe of Texas, an application must be fully completed. If you are among the qualified candidates, you will receive a call or email from our Human Resources Recruiter to schedule an interview.

In House Only Applicants (Tribal Members and Employees currently working within a Kickapoo Entity)

Position: Events and Travel Coordinator Aide

Supervisor: Director of Enrollment & Tribal Services

Division: Tribal Administration

Department: Tribal Services

Responsibilities

Under general direction of the Tribal Services Director, assists Travel and Events Coordinator in performing coordination of events and travel for KTTT Tribal members and employees, according to applicable policies and procedures.

Essential Duties and responsibilities include the following

• Assist in coordinating travel requests for KTTT employees including requested airfare, car rentals, hotel reservations and other appropriate requests.
• Assists in coordinating Tribal Member assistance including but not limited to airfare, car rentals, hotel reservations and other appropriate requests at any given hours approved by Tribal Services Director and/or Administration.
• Assist in reviewing, monitoring and auditing travel requests and documents for adherence with Tribal policies and procedures
• Assist in coordinating details for the Elders Pow Wow trip, which include but not limited to reserving lodging, charter bus, entry fees and submitting an itinerary for the travel.
• Will act as a secondary point of contact for troubleshooting travel issues and working with Tribal Members and KTTT employees to ensure timely and safe travel, when the Travel and Events Coordinator is out on leave.
• Assist in coordinating details of events along with administration such as conferences, organizational events, student events, charity events, holiday events, sales meetings, business meetings, employee appreciation events and elder events.
• Assist in calculating event budgets in Spend Map and ensure they are adhered to.
• Assist in booking talent, including musicians, bands, and disc jockeys.
• Assist in ordering food and catering services from companies to prepare food for event.
• Assist in developing meeting agendas, prepare and set up for events.
• Assist in visiting venue, when applicable, to plan layout of seating and decorations.
• Assist in scheduling speakers, and participants. Work with purchasing to schedule vendors.
• Assist in coordinating and monitoring event timelines and ensure deadlines are met.
• Assist in initiating, coordinating and/or participating in all efforts to publicize event.
• Assist in developing and overseeing fundraising events.
• Assist in negotiating and securing event space.
• Must keep accurate track of all individuals attending Pow Wows.
• Must keep an accurate track of all bookings (flights, lodging, registration and any other bookings) on a monthly bases.
• Work with printer and designer to develop event invitations.
• Assist in managing correspondence.
• Assist in coordinating event logistics, including registration and attendee tracking, presentation and materials support and pre- and post-event evaluations.
• Assist in keeping inventory of equipment, supplies, and materials, including backdrops, projectors, computers, and other display materials.
• Relay information regarding pressing needs to appropriate department heads.
• Availability 24 hours via cell phone regarding other tribal matters such as but not limited to death of a Tribal Member, Tribal Member illness.
• Assist in reconciliation of monthly credit card statements.
• Perform such other tasks as may be assigned from time to time by Tribal Services Director

Knowledge, skills and abilities for the position

• To perform this job successfully, and individual should have knowledge of Microsoft Office Suite software
• Knowledge of administrative and clerical procedures.
• Administrative ability.
• Mathematics: Ability to perform simple arithmetic for accounting and other calculations.
• Language & Communication: Ability to read, write, speak and understand English. Preferably alsoSpanish to communicate effectively with others.
• Ability to understand and follow written and verbal direction.
• Attention to detail and accuracy.
• Ability to manage and maintain security of confidential data and information.
• Ability to exercise independent and sound judgment.
• Cultural awareness of and sensitivity to Kickapoo traditions, religious beliefs and way of life.

Supervision exercised

This position does not carry out supervisory responsivities in accordance with the organization’s policies and applicable laws.

Education/experience requirements

Minimum Qualifications: High school diploma, graduation equivalent diploma (GED), or equivalent work experience.

Minimum of at least two-years experience in administrative support, office coordination, event planning, or a related field.

Preferred Qualifications: Previous work-related experience is preferred.

Native American preference is observed

KTTT recognizes preference for KTTT tribal members and qualified Native American tribal members including preferential treatment in recruitment, hiring, promotions, layoffs and reductions in force so long as they meet minimum job qualifications.

Special certification required

Must have a valid Texas State Driver’s license and must be insurable.

Must adhere to Personnel Policies and Alcohol Policies.

Disclaimer

Employment in this position is at will, which means that employment may be terminated at any time by the employer or employee without cause or notice.

The above statements are intended to describe the general nature and level or work being performed by people assigned to this job title. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.