Career Center

Meeting & Training Coordinator

Position Summary

The Meeting and Training Coordinator is responsible for confidential professional, administrative, and high-level support work for the Director of Operations and President of the State Employees Association of North Carolina.

Responsibilities

The Meeting and Training Coordinator manages a broad range of tasks; ensures convention and committee files are maintained, properly marked and accessible for immediate use and coordinates travel arrangements.

Performs administrative support tasks for the President, Executive Committee and Board of Governors as needed.

Performs with a high level of independence and decision-making with full authority for administrative decisions within the parameters set by the Director of Operations.  Primary contact person for Board of Governors members.

Work is performed under the supervision of the Director of Operations and is reviewed through conferences, observation of work, and review of completed tasks and activities. The Meeting and Training Coordinator serves as meeting planner for SEANC’s Annual Convention, Executive Committee and Board of Governors meetings. Provides meeting and convention planning from inception to completion, negotiating with hotels and caterers and handling the myriad of details which accompanies these duties and tasks; includes planning and coordinating administrative details of SEANC’s Annual Convention as the lead staff coordinator for handling the administrative support for the convention and logistics for SEANC committees.  

This position requires considerable public contact and coordination of details, with a high level of independence and decision-making with full authority for regular administrative decisions within the parameters set by the Director of Operations.  Position requires sound judgment, discretion, and initiative.

Serves as liaison between the Director of Operations, officers and the membership through handling messages, public contact, and miscellaneous support tasks; provides broad variety of information regarding any activities the association is involved in or may route to particular staff when deemed necessary.

Retains permanent copies of Board of Governors and Executive Committee minutes and Annual Convention tapes and transcripts in a fire-safe cabinet under the care of the Director of Operations.

Training Coordinator:  Works with the Training Committee to design, develop and coordinate trainings for SEANC Membership. Works with the Director of Operations to manage, design, develop, coordinate, and conduct training for staff not provided by the Human Resources Consultant.

Meeting Planning: The Meeting and Training Coordinator establishes and makes arrangements for meetings, training, and conferences for the SEANC Executive Committee, the Board of Governors, committees or other SEANC groups; sends out agendas and materials as needed; makes rooming and meal arrangements; negotiates costs with the review and approval of the Director of Operations.

Convention Planning:  Provides leadership and administrative coordination for planning and conducting the SEANC Annual Convention; works with convention volunteers; handles contract negotiations with hotels and convention sites in consultation with the Director of Operations; solicits sponsorships, launches and updates the convention website annually in conjunction with the Digital Communications Specialist; organizes and distributes communications and mailings; organizes and oversees administrative functions at the convention site. Coordinates special functions and decor; sets up sites and updates invitation lists. Prepares schedule and materials, coordinates meal functions, and handles closing details of the function. Orders all convention awards.

Speaks about issues relating to convention and meeting planning before various internal groups as required by the Director of Operations.     

Knowledge, Qualifications and Skills

Education:  Bachelor’s Degree from an accredited college, meeting management, business and hotel or hospitality management. CMP Certification. An equivalent combination of education and experience will be considered.

Experience: Two years of professional level experience as a meeting, training or event planner is required. An equivalent combination of education and experience will be considered.

Skills and Abilities: 

• Excellent oral and written communication skills commensurate with top executive interactions.
• Strong information gathering and monitoring skills.
• Excellent judgment and decision-making skills.
• Excellent organizational and planning skills.
• Demonstrates experience and ability to work independently and/or on a team with strong initiative.
• Demonstrates professionalism, discretion, and diplomacy, attention to detail and follow through.
• Must have a record of accomplishment of handling sensitive information with the highest level of professionalism and confidentiality.
• Highly proficient in Microsoft Word, Excel, PowerPoint, and Outlook.

• Excellent interpersonal skills.
• Enthusiasm, collaborative workstyle, inquisitive attitude, flexibility, creativity, focus on excellence, and overall “great-to-work-with” demeanor.
• Knowledge of the legislative and political process and of practices relating to the overall organization, procedures, and philosophy of the organization.
• Practices of public relations and related tools and techniques for building a positive public image.
• Public speaking and making presentations.
• Plan and organize a wide variety of administrative tasks and meeting functions simultaneously, meet required deadlines and have a well-organized event.
• Organize and effectively process and maintain records and files.
• Be resourceful and solve problems evolving at the last minute before the meeting, training or event begins.
• Be a self-starter, take initiative and generate creative ideas, techniques and tools.
• Function effectively as part of a team-oriented working environment.
• Establish and maintain effective working relationships with hotels and catering vendors.
• CMP Certification preferred.

Additional Job Duties: Performs related duties as required.

Physical Requirements: Work will involve sitting or standing for extended periods. Position will require filing, typing, and reading from a computer screen. Must have sufficient mobility, including but not limited to bending, reaching, turning, and kneeling to complete daily duties in a timely and efficient manner. Walking moderate to long distances may be required.

Travel Required: Less than 10% travel may occur to coordinate and attend meetings, as described above.

Job Type: Full-time.

Hours Required: Exempt employee with a work schedule of Monday through Friday, generally 8 a.m. to 5 p.m., with some alternate work schedules possible. Hours may fluctuate to accommodate business activities; Convention week requires longer work hours.  Schedules are subject to change based on organizational needs.

The State Employees Association of North Carolina is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other characteristics protected by law. SEANC is a background-screening, drug-free workplace.