Cape Fox Shared Services and Saxman One is seeking an Administrative Assistant/Conference Coordinator to join our team supporting various contracts.
Essential Functions and Responsibilities
Program Administration
- Understand government rules and regulations with regard to meetings.
- Understand security rules and regulations with regard to meetings.
- Work well under pressure, prioritizing tasks.
- Demonstrate good public presence and the ability to interact with many types of people at different levels
- Support fellow staff members.
- Work with and support other contractors as needed
Budget and Financial Analysis
- Track own labor hours and meeting ODC’s to stay within budget.
- Calculate fees and monitor costs to ensure that meetings stay on budget.
- Complete all related travel expense reports within 10 days of completion.
- Complete all necessary purchase orders in a timely manner.
Meeting Coordination
- Meet with client to determine specifications
- Coordinate multiple meetings simultaneously
- Locate meeting facility, conduct site visits where necessary, and negotiate contracts with facilities and vendors.
- Assist with technical agenda development
- Coordinate with facility to ensure complete and accurate execution
- Coordinate with vendors to ensure specifications and requirements are met.
- Provide pro-active on-site meeting support, travel as required to facilitate client meetings
- Maintain excellent A/V skills required for coordination of on-site A/V set-up
- Assist with speaker presentations and problem solving software and hardware difficulties
- Understand and problem solve internal A/V equipment
Administrative Services
- Travel coordination
- Compose and prepare correspondence
- Make travel arrangements for attendees as necessary.
- Create and administer meeting database
- Coordinate to create and design websites for meeting registration
- Coordinate to create and print professional-quality meeting materials in a timely and cost effective manner
- Collect presentations and distribute if required in a timely manner
- Complete monthly status reports in a timely manner
- Complete and sign timesheet in a timely manner
- Other duties as assigned and special projects
- Other duties as assigned by supervisor
Education/Experience
- 1+ years previous meeting/event support
- Strong written and oral communication skills, organizational skills, and attention to detail.
- Self-motivated with minimal oversight
- Computer skills including Microsoft Word, Excel, PowerPoint, and Outlook
