Description
Executive Asst/Program Coordinator - Part Time
Description:
Support educational conferences for health care leaders from other countries. Hours will range from 20 to 40 hours a week on a contract basis.
Duties include:
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Handles regular correspondence with international visitors.
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Registers participants in and supports programs for international visitors.
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Maintains a database of international visitors.
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Maintains our International Web site, takes photos of events, and creates photo galleries on Web site.
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Sends invoices, processes bills, and creates revenue-and-expense reports on all International programs.
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Deals with meeting planning and conference logistics, such as catering, transportation, hotel lodging, and contracts.
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Plans, coordinates, and executes the logistical aspects of onsite and offsite conferences attended by international program participants.
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Using project management techniques and tools, ensures activities meet expectations, resolves logistical issues, and advises management of resolutions.
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Takes the lead on various operations and communications projects.
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Using advanced computer skills, provides complex administrative and project support to managers in Oakland.
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Manages conference registration and maintains complex registration records. Exchanges detailed correspondence with participants on payment and logistical issues. Maintains contact with internal and external clients.
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Provides customer service by returning all phone and email messages within 48 business hours.
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Continues to problem-solve for clients until a resolution is reached.
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Independently maintains website using WordPress.
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Creates and sends mailing using an email marketing tool (Emma).
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Provides detailed accounting support: invoices clients, handles expense reimbursement, records banking transactions, submits invoices for payment, and compiles revenue and expenses per program.
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Proofreads documents with a high degree of accountability for consistency, accuracy, and style.
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Acts as liaison with vendors; arranges catering, audiovisual, and transportation for meetings.
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Schedules meetings, videoconferences, and TelePresence events.
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Prepares meeting material and orders supplies.
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Identifies key areas for operational improvement to augment the efficiency, effectiveness, and cohesiveness of the department.
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Implements tools to track the status of department projects.
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Interfaces with employees across multiple organizations and with external parties as a liaison on behalf of the organization.
Requirements:
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HS/GED required, Bachelors degree preferred
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Min. 3 years of direct relevant experience.
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Must have excellent written and verbal communication skills and be comfortable with basic bookkeeping.
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Attention to detail and sensitivity to other cultures
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Detailed accounting support experience (eg, invoicing clients, expense reimbursements, recording banking transactions, submitting invoices for payment, and compiling revenue and expenses per program).
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Superior writing and communication skills. (Submit short writing sample, narrative in form, and produced in professional context that was written for work)
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Strong negotiating, influencing, and project management skills.
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Advanced knowledge of Word, Excel, Lotus Notes, and PowerPoint.
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Experience with email marketing tools.
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Social media management experience.
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Intermediate skills in WordPress.
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Ability to acquire and use In-depth knowledge of internal policies, practices, practices, business principles, theories, concepts, and systems.
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Applies advanced business theories/concepts to accomplish significant department projects and/or initiatives.
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Ability to exercise independent judgment; relies on experience, knowledge, skills and abilities to make sound decisions.