- 01-Jun-2021 to 23-Jul-2021 (EST)
- Sacramento, CA, USA
- Full Time
The Council of State Governments (CSG) is a region-based, national organization with a Governing Board representing all branches of state government from all 50 states, U.S. Territories and Commonwealths. Established in 1933, CSG provides a forum for the sharing of innovative ideas, advocates multi-state problem solving, provides leadership training and technical assistance, and forecasts future state trends affecting policymaking. To learn more about CSG, visit www.csg.org.
This position is based in the organization's western regional office, CSG West, which is located in Sacramento, California and serves Western state legislatures. Through a variety of programs and services offered to legislators and legislative staff, CSG West facilitates regional cooperation, exchange of information and fosters the strengthening of legislative institutions among its 13 member states, Pacific island governments and international partners. This includes policy forums, sharing of best practices, professional development training, international relations opportunities, publications, and institutional linkages with other regional entities in the West as well as nationally. To learn more about CSG West visit our website at www.csgwest.org.
Due to the current COVID-19 pandemic, this position will be performed remotely on a temporary basis until CSG deems it appropriate to return to an office setting. At that time, the incumbent for this position will be required to perform work from an assigned office.
The meetings and administrative coordinator position, which is part of the CSG West operations team, supports in the planning, coordination and execution of the organization's meetings, programs, and special events of various sizes. The position also conducts various administrative functions.
Essential Duties & Responsibilities
- Plans, coordinates, and conducts logistics for conferences, programs and/or events, including speakers, registration, entertainment, transportation, facilities, technology, equipment, meeting space, printing, food and beverage, and other related issues.
- Serves as the administrative coordinator for the professional development programs, which includes member correspondence, application tracking and compilation.
- Processes accounts payable and receivables, order supplies, keeps accurate records, inventory and filing system.
- Processes incoming and outgoing mail and shipments including mass mailings to members.
- Manage the organization's supplies and equipment, including keeping an accurate inventory.
- Establishes and maintains all office/vendor/contract filing systems.
- Processes weekly accounts payable and receivable, keeps accurate records, prepares reports, order supplies, provides cost analysis, and requests bids.
- Coordinates with CSG West staff and hotel/provider to arrange for food & beverage, meeting space and set-up, audio/visual and information technology needs for staff, programs, and events.
- Coordinates with CSG West staff and hotels to meet accommodation needs for program speakers, legislators, guests, and staff, as needed.
- Assists with site visits for determination of meeting location and/or venue for conferences, programs and events.
- Compiles and prepares onsite briefing packets, name badges, prepares signage and tent cards, and ensures that onsite equipment and supply needs are met.
- Assists the professional development program manager with application outreach, tracking, compilation of rankings, as well as other administrative tasks.
- Assists in data collection and input into organization wide database.
- Assists in preparation and organizing state visit materials.
- Other duties as assigned.
Skills and Abilities
- Ability to effectively work in a highly collaborative team environment.
- Driven to provide excellent customer service.
- Strong writing and editing skills.
- Excellent interpersonal skills, demonstrate professionalism, and an ability to work independently and in a team setting.
- Ability to organize, prioritize and complete multiple projects in a detail-oriented manner.
- Possess solid computer skills, specifically in Microsoft Excel and Word.
- Ability to prioritize and coordinate activities to meet schedule and timelines.
- Ability to communicate, both verbally and in writing, with business contacts and legislators in a courteous and professional manner.
- Ability to interact effectively with diverse people in different contexts and foster equity and inclusion through self-awareness, cultural 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.
Education & Experience Requirements
- At least two years of administrative experience.
- Experience and/or education equivalent to three years in meeting planning.
- General understanding of government and/or nonprofit preferred.
- High school graduate or equivalent required.
- College degree in related field preferred.
Interested candidates must complete the online application and include their resume and cover letter.
Qualified applicants will receive consideration for employment without regard to characteristics including but not limited to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.