Please direct a cover letter and resume directly (by or before December 12) to email: NHCPOSITIONS@NHCouncil.org
The National Health Council is seeking an experienced staff member with mid-level meetings coordination with strong planning and organizational instincts to join our team. This individual will report to the Chief of Staff and work alongside an energized team.
Primary function is to plan, determine the proper course of action and logistical support for events and meetings, including routine correspondence. Secondary functions will include interfacing with senior management and committee members, participate in research efforts including collection, assembly, and tabulation of data, as well as researching and summarizing literature.
ESSENTIAL JOB DUTIES:
1. Performs routine and complex clerical and administrative tasks including writing and editing individual and group email correspondence, answering phone calls/inquiries, copying and electronic filings. Create, maintain, and update records, databases and files. Coordinate projects and provide assistance to the Chief of Staff.
2. Manage logistical arrangements for all NHC meetings including committee meetings, forums, workshops, etc. Assemble and produce briefing materials as required. Provide administrative support for meetings. Coordinate travel and lodging arrangements as necessary. Select menu and arrange for support services with vendors. Register attendees and facilitate the confirmation and follow-up processes through CVENT. Provide on-site assistance at meetings and resolve issues as necessary. Oversee reconciliation of invoices and bills at conclusion of events and activities and facilitate follow-up communication to attendees as necessary.
3. Create timelines for different responsibilities and projects and ensure deadlines are met with appropriate deliverables. May perform basic research for sites and projects and able to manage scheduling conflicts.
4. Prepare vouchers, review and process travel expense reports in compliance with applicable policies and procedures. Assist the Chief of Staff in managing budgetary guidelines for events.
5. As needed, create tables/charts, edit and proofread documents in Microsoft Office.
6. Respond to inquiries and follow-up on communications. Communicate with both internal and external customers and vendors providing answers and information.
7. Attend meetings and events as appropriate ensuring excellent customer service. 2
8. Update applicable databases and systems (i.e. CVENT) on a timely basis and ensures documents and files are accurately maintained and archived. Maintain email and distribution lists. Work to identify ongoing efficiencies for the office and the customer.
NONESSENTIAL JOB DUTIES: Related duties and special projects as assigned.
Required Knowledge, Skills, and Abilities:
• Strong skills in Microsoft Office (specifically Word, Excel and PowerPoint) and CVENT software and database processes.
• Ability to plan and support extensive meeting activities.
• Ability to solve problems with supervisory consultation or by following procedures, in a sometimes demanding and fast-paced environment.
• Ability to prioritize work and the flexibility to change directions as the job dictates.
• Ability to work successfully in a small team environment and to develop relationships.
• Effectively communicate through written and verbal communication.
• Meticulous organizational and multitasking skills.
• Outstanding interpersonal and customer service skills.
• Extremely strong attention to detail and customer satisfaction.
Minimum Education/Training Requirements: College degree.
Minimum Experience: Four to five years of related experience.
Physical Capabilities: Ability to work at a computer for extended periods of time. Ability to travel and event set up.
Required Licenses, Certification or Registration: None.
Supervisory Responsibilities/Controls: Reports to Chief of Staff. Supervisor is available to organize work, set objectives, and to assist in problem resolution.
Work Environment: Office environment, with occasional travel within local area for meetings and occasional out-of-town locations.
The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of this position.