Event & Administrative Coordinator

The Colorado Rural Electric Association (CREA) has a position open for an event and Administrative Coordinator. CREA is the trade association representing Colorado’s electric distribution cooperatives and one power supply cooperative. The office is headquartered in north Denver and has 11 full time and 2 part time employees.

The successful candidate will be responsible for providing event and administrative support to the General Administration Department. Responsibilities include assistance with meeting and event planning; managing registration systems; education programs; youth programs; board meetings, including board meeting minutes; and day-to-day office work including travel arrangements, correspondence, and other duties as required.

Previous experience must include working on meetings for 10 to 350 people. The successful candidate must be detail oriented and function with a high degree of accuracy, have good verbal and written communications skills, be willing and able to do some light traveling, have the ability to work independently, and have strong customer service skills. Knowledge of Word, Xcel, PowerPoint, and Cvent is crucial.

JOB OBJECTIVE:
To organize meetings sponsored by the General Administration.
To provide internal communications to the membership.
To be the official recorder of the activities of the CREA Board of Directors
To provide administrative support to the Executive Director and Director of Member Services and Education.
To carry out special projects on a case-by-case basis.

AUTHORITIES:
Has the authority and responsibility for the following: Works on assignments that may be complex in nature where considerable judgment, analysis, detail, and initiative are required in resolving problems and making recommendations. Serve as liaison with internal and external contacts. Prioritizes work by gathering information from staff to determine the department’s needs. Performs administrative functions based on an understanding of CREA’s policies and the executive director’s views and philosophy.

Considerable judgment, tact, discretion and initiative must be used.

Takes initiative to help CREA be as efficient as possible.

EDUCATION & CONFERENCE ACTIVITES:
1. Assist with the execution and planning of CREA’s annual and fall meetings. This includes programming and managing the registration system; soliciting and serving as the contact person for exhibitors and registrants; preparing program materials for print; preparing name badges, posters, and PowerPoints; tracking attendance for various functions and maintaining attendee and exhibitor lists; coordinating room reservations; organizing and running the registration table; working with CREA’s website; preparing the official notices and taking minutes at membership meetings; and providing exceptional customer service.

2. Assist with the execution and planning of CREA’s Rocky Mountain Utility Exchange. This includes programming and managing the registration system; soliciting and serving as the contact person for sponsors and registrants; preparing program materials for print; preparing name badges, posters, and PowerPoints; tracking attendance for various functions and maintaining attendee and sponsor lists; coordinating room reservations with the venue; organizing and running the registration table; working with CREA’s website; and providing exceptional customer service.

3. Responsible for the execution of some of CREA’s education programs including hiring instructors for education classes; programming and managing the education course registration system; sending course announcements; designing, copying and distributing program materials; compiling course evaluations; ordering food; maintaining attendance records; and organizing various conferences including setting the agenda, finding speakers and hotels, organizing entertainment, keeping the program within budget, and billing.

4. Responsible for organizing the NRECA Legislative Conference in Washington D.C. including setting up congressional appointments, registering and maintaining the group registrations/hotel reservations, and handling the details for meal functions.

5. Assist with the Washington D.C. Youth Tour and Youth Leadership Camp by compiling mailings, organizing materials and supplies, updating and printing brochures and posters, assisting with the social media promotion, maintain communication with participants, maintain registration information, and serve as a chaperone for both events.

6. Serves as staff liaison to the CREA Task Force. This includes assisting them with their newsletter, making arrangements for their meetings including room assignments, audio/visual needs, food and beverage. Assist where needed with special programs they may plan.

7. Responsible for managing Colorado’s hotel room block at the NRECA Annual Meeting. This includes requesting a hotel, determining room requirements, and coordinating hotel reservations.

8. Registering and maintaining hotel reservations for multiple CREA employees and board members for various national and local conferences throughout the year.

ADMINISTRATIVE RESPONSIBILITIES:
9. Responsible for preparing the official board meeting notice, collecting board reports from staff members, working with the executive director and board president on meeting and travel arrangements, organizing field trips and group meals when appropriate, setting up hotel room blocks, organizing the holiday party when applicable, and taking minutes during the board and committee meetings.

10. Responsible for ordering catered meals and refreshments for various meetings and for cleaning up after meals.

11. Schedule conference calls, web conferences, and meetings, and serves as the web conference host for various meetings.

12. Greet visitors; answers incoming phone calls; prepare correspondence, some of which may be confidential in nature; responds to routine emails; maintain and purchase appropriate levels of kitchen supplies; and take responsibility for the operation and maintenance of the main copier and mailroom equipment.

13. Accurately maintain a comprehensive electronic and hard copy filing system of correspondence and other administrative records for the department. Archive files at the end of each calendar year.

14. Maintain up-to-date master mailing lists and e-mail lists. Maintain events and education calendar documents and websites. Maintain calendar for CREA’s conference rooms. Distribute weekly schedules to keep management and staff informed of work and office schedules.

15. Responsible for keeping the General Administration sections of CREA’s website current.

16. Serve as a games manager for the CREA Task Force and file the appropriate paperwork for them and the Colorado Electric Educational Institute Board of Directors at the Secretary of State.

17. Responsible for writing articles for the association’s newsletter, Co-op Report.

18. Performs other duties as directed or required.

REQUIRED SKILLS/QUALIFICATIONS:
1. Two-year certificate from college or technical school; or equivalent combination of education and experience.
2. Minimum five years related experience.
3. Superior written, oral, and customer service skills.
4. Detail oriented work habits.
5. Experience with all types of office equipment
6. Computer experience: Microsoft Word, PowerPoint and Excel. Knowledge of Constant Contact, WordPress, and InDesign software desired.
7. Experience with Cvent meeting software desired.
8. Must be able to lift a minimum of 25 lbs.
9. Self-motivated, highly dependable, cooperative, patient, courteous, flexible, creative, critical thinking and independent problem-solving abilities. Must be able to interface with diverse groups of people in a professional manner.

WORKING CONDITIONS:
1. This is considered to be an exempt position under the Fair Labor and Standards Act.
2. Various overnight trips and travel will be required.
3. Adaptable to changing priorities.

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan

Schedule:

• Monday to Friday

Application Question(s):

• Are you able to use critical thinking to accomplish your goals?

Experience:

• Customer service: 5 years (Preferred)
• Event Planning: 5 years (Required)

Ability to Commute:

• Denver, CO 80216 (Preferred)

Work Location: In person