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Administrative Coordinator - CIA Conferences

Company: The Culinary Institute of America
Location: Napa
Posted on: June 6, 2021

Job Description:

POSITION SUMMARY

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 mobile app.

ESSENTIAL RESPONSIBILITIES

  • 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 necessary.
  • Assist with hospitality and customer service management for conference attendees prior to arrival, onsite and post programs.
  • Assist with conference audio-visual support for meeting venues as needed.
  • 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 questions.
  • 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 facilitation.
  • 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 as necessary.
  • 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 confirmed.
  • 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 needed.
  • 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.

REQUIRED QUALIFICATIONS

Education:

  • AOS degree or equivalent in administrative experience

Experience:

  • Must have knowledge of or at least considerable interest in food, wine and cooking with some event coordination, restaurant, hospitality or administrative experience.

PREFERRED QUALIFICATIONS

  • 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 preferred.
  • 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 additional bonus.

REQUIRED SKILLS

  • 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 skills.
  • 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 aptitude.
  • Ability to work efficiently and communicate effectively in a fast paced environment.

WORKING CONDITIONS

  • 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 extended periods.
  • Ability to lift and carry up to 30 lbs.; 50 lbs. with assistance.

ADDITIONAL INFORMATION

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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