Administrative Coordinator - CIA Conferences
Company: The Culinary Institute of America
Posted on: June 6, 2021
The Administrative Coordinator - CIA Conferences will be
responsible for assisting in all aspects of conference planning and
execution with special focus on editorial, operational and
administrative logistics. This position will assist the Strategic
Initiatives Group (SIG) with coordination of annual conference and
leadership initiative programs that have a range of strategic
topics from world cuisines, professionalism, innovation and flavor
development to health, wellness and sustainability. These industry
leadership programs reach an influential, national audience of
executive and other senior-level chefs, foodservice operators,
journalists, and other industry decision-makers and opinion
leaders. The Administrative & Editorial Coordinator will assist
with administrative, planning and editorial support as needed for
all programs, as well as the day-to-day operations of SIG. This
position is also tasked with management for program curriculum,
including print and online resources, initiative websites and the
- Organize, format, edit and prepare curriculum resource needs
for all programs for print and online distribution according to
curriculum style guides, with assistance from the Culinary
Coordinator and/or student workers/external resources if necessary
based on work volume for recipe formatting.
- Edit and format conference tasting mats, menus, tent cards,
handouts, signage, and materials for SIG team review, and final
print for use during programs. Coordinate and assist with program
course booklet assembly for print and electronic distribution.
- Assist with content management, design and ongoing updates of
conference websites with current program information including but
not limited to schedules, presenter information, registration
details, recipes, videos, presentation and other resources.
- Assist with content management for virtual platforms and mobile
apps as needed for individual programs. This includes virtual event
and app updates, editing, final review and proofreading before the
release of each program.
- Assist with organization, inventory and distribution of all
conference disposables and paper goods.
- Assist with building online registration sites as
- Assist with hospitality and customer service management for
conference attendees prior to arrival, onsite and post
- Assist with conference audio-visual support for meeting venues
- Respond to inquiries and interact with SIG sponsor contacts,
conference attendees and presenters, as well as CIA staff, faculty
and students, to provide information regarding SIG initiatives,
solve routine problems, or otherwise respond to requests and
- Assist with administrative support and coordination of
conference logistics related to sponsorship, operations, and
programming as needed.
- Coordinate and assist with onsite and online live event
logistics including registration and room and session host
- Conduct research, compose correspondence, and prepare letters,
memos, reports, forms, charts, or other documents from written and
verbal instructions as needed for the SIG Team.
- Format, review and/or edit SIG program educational resources,
reports, white papers, and/or promotional and marketing materials
- Maintain SIG databases and files on sponsors - client
information, contact records etc.
- Responsible for SIG paperwork and filing, including maintaining
both electronic and hard copy files in accordance with established
guidelines and format.
- Draft invoices and letters of agreements as sponsors are
- Assist with digital media filming projects, digital media
curriculum and photo shoots as needed.
- Update master databases, recipes, bios, headshots and other
documents after each program.
- Tabulate results from print and electronic surveys for team
review in provided templates.
- Provide administrative support for SIG team members as
- Ensure cleanliness and order in office spaces, and manage
offices supplies and inventories for the SIG team.
- Serve as host to guests of the SIG team, including providing
tours of campus when needed.
- Assist as needed with general department responsibilities.
- Works in a way that supports the operational policies and
procedures of the school.
- Any and all other duties as required.
- AOS degree or equivalent in administrative experience
- Must have knowledge of or at least considerable interest in
food, wine and cooking with some event coordination, restaurant,
hospitality or administrative experience.
- Bachelor's degree or equivalent in Business, English,
Administration or Hospitality Management or related field
- Prior event coordination, management and/or sponsored event
experience strongly preferred.
- Previous experience with copy editing (particularly the Chicago
Manual of Style) and/or recipe editing/writing strongly
- Experience with Salesforce, Squarespace, Cvent, Hopin or other
website and virtual event platform a plus.
- Experience in the MAC environment and/or with digital media,
video, Adobe Professional, and/or Adobe Photoshop would be an
- Strong computer skills, including proficiency in Word, Excel,
PowerPoint, as well as experience with databases and mail merges.
Good command of English, including spelling, grammar, and general
sentence construction, strong written and verbal communication
- Strong organizational and office skills.
- Must be conscientious about event related details especially
with respect to program support.
- Collegial and positive in outlook and approach.
- Success oriented and goal directed.
- Understands and thrives on the culture of major event
management-with its deadlines and ebbs and flows of workloads, its
need for "grace under pressure," and the passions and sensitivities
of its myriad of event stakeholders, from celebrity chefs,
sponsors, and media to staff and volunteers.
- Demonstrated strong analytical and organizational skills.
- Unquestioned integrity.
- Excellent interpersonal communication skills.
- Excellent customer service and conflict resolution
- Ability to work efficiently and communicate effectively in a
fast paced environment.
- Must be available to work nights and weekends as required by
business needs, if and when a conference takes place at these times
and requires this position's support.
- Must be able to work at both locations of the CIA California
Campus (Copia in Napa, CA and Greystone in St. Helena, CA). Must
possess own transportation in order to travel between locations
during the work day as required.
- Ability to work in extreme temperatures hot and cold for
- Ability to lift and carry up to 30 lbs.; 50 lbs. with
At The Culinary Institute of America, it is important to us that
we support our employees with a substantial and meaningful package
of benefits. We believe in supporting our employees with benefits
to assist with work life balance.
Benefits are offered based on the position type and status.
Benefits offered may include:
- Medical and prescription drug plan
- Dental plan, Vision plan
- Insurance: Life, Home, Auto, even Pet!
- Short- and long-term disability plans
- Generous paid time off programs, including paid holidays
- Retirement savings plan 403(b) with company contribution
- Employee assistance program
- And more!
Keywords: The Culinary Institute of America, Napa , Administrative Coordinator - CIA Conferences, Other , Napa, California
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