Office​/Event Coordinator

Office/Event Coordinator

Do you thrive at the center of the action - where operations, people, and priorities intersect? If so, we invite you to apply for the role of Office/Event Coordinator at Kappa Kappa Psi & Tau Beta Sigma!

About the Role: The Office/Event Coordinator works alongside the National Executive Director and other National Headquarters staff. They are expected to carry out any delegated tasks to facilitate and support executing National Leadership Meetings, In-person Committee Meetings, National Conventions and Regional Conventions. Also assists with the upkeep, administration and functioning of the National Headquarters and the National Headquarters Annex facilities.

The Office/Event Coordinator supports logistic needs of organizations’ meetings and events. They may research venues, review contracts, conduct site inspections, and arrange any necessary outside speakers or invited guests, as necessary. The Office/Event Coordinator will communicate with hotel and event venues to assist with rooming lists, room assignments, and other aspects of the individual meetings and conventions as needed.

The Office/Event Coordinator arranges equipment and material rentals for meetings/conventions to include musical instruments, lighting, staging, or audio/visual equipment. They are responsible for preparing and maintaining records of event registrations. Regular communication with the National Executive Director, National Councils, and other leadership is also expected.

Must have 1-2 years of experience in coordinating or assisting with planning events or business operations-related experience.

Administrative Support

• Support the National Executive Director and Accounting Manager in administrative paperwork as needed.
• Support National Executive Director with pre-event operational planning, group management, and other administrative support.
• Coordinate travel arrangements and local transportation for attendees, as needed for Fraternity and Sorority Events.
• Help set up and teardown events, when required.
• Coordinate day of event logistics including signage, greeting, staff duties and other local transportation.
• Coordinate pre-event details including registrations, payments, insurance, and website content.
• Develop and coordinate social media content for events and National Headquarters channels and serve as Admin in posting;
  Collaborate and assist with social media content for Kappa Kappa Psi & Tau Beta Sigma.

Contract, Purchase, and Maintenance Agreements

• Coordinate Computer and printer leasing/maintenance agreement and supplies.
• Coordinate the cleaning, sanitizing and maintenance agreements for each facility.
• Assist with accounts related to telephone and internet services.
• Coordinate accounts for the headquarters’ mailing and printing systems. Also order printed items such as letterheads, envelopes, and certificates.
• Maintain accounts for the fire and security systems at each facility.
• Maintain accounts and service agreements for the upkeep of HVAC systems at both facilities.
• Maintain accounts related to pest control and termite protection for both facilities.
• Order Membership pins and other giveaways desired by the national organizations.
• Assist with National Headquarters support tasks as needed.
• Perform other duties as assigned to meet the objectives of the National Headquarters.

• Membership in ΚΚΨ and ΤΒΣ is encouraged but not required. Members of other fraternities and sororities with relevant experience, or those with an interest in student affairs work, are also highly encouraged to apply.
• A completed bachelor’s degree is required.
• Experience in Hospitality and Tourism Management, Event Planning or Business Operations-related fields is desired.
• Be detailed and creative.
• Be able to organize, set priorities, meet deadlines, and manage multiple projects consistently. Attention to detail is critical and must be demonstrated.
• Exercise a clear and articulate approach to all types of communication and problem solving.
• Working knowledge of Microsoft Office. Experience with Google Workspace and Salesforce is desired.
• Analytical and comfortable working with databases.
• Comfortable…