Meetings and Administrative Coordinator

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 careers at CSG, and about our comprehensive benefit offerings, including medical, dental, vision, retirement, paid time off, PSLF eligibility and more, please visit our website here.

This position is based in the organization's western regional office, CSG West, 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.

JOB SUMMARY

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 FUNCTIONS AND DUTIES

• 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.
• General administrative support, including but not limited to, answering phones, ordering supplies and equipment, processing accounts payables and receivables, assembling mailings, keeps accurate records, inventory and filing system, and processing incoming/outgoing shipments.
• Processes incoming and outgoing mail and shipments including mass mailings to members.
• Manage the organization's supplies and equipment, including requesting bids, preparing cost analysis, ordering and keeping an accurate inventory.
• Processes weekly accounts payable and receivable, keeps accurate records and prepares reports.
• 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.
• Coordinates packing and shipments for meetings and office materials.
• Assists the professional development program manager with application outreach, as well as other administrative tasks.
• 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.
• Ability to function in high pressure environments.
• Excellent interpersonal skills, professionalism, and an ability to work independently and in a team setting.
• Ability to organize, prioritize and complete multiple projects on time in a detail-oriented manner.
• Possess solid computer skills, specifically in Microsoft Excel, Word, PowerPoint, and Teams.
• Self-motivated, able to take initiative and see complex tasks through completion.
• Excellent work ethic, dependable, resourceful, and willing to work some evening and weekends as events may require.
• 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