The CEO Forum hosts several smaller events each year ranging from breakfast, lunch, and dinner meetings, an educational cohort setting, retreats, prospecting/networking events, training sessions, socials, and beyond. These events are the lifeblood of the ministry, fulfilling the mission of discipling business leaders of influence. We’re looking for an experienced professional to join our team as an Executive Coordinator. The best candidate will know how to execute top-notch training events and provide administrative assistance for department leadership. Success will be dependent on the ability to execute well on an event plan that fulfills the mission of the organization.
While this role will be heavily weighted in the event planning space, there is also a strong administrative
component. Our organization is growing, and we have many moving parts and needs.
The ideal candidate will need to:
• Be highly organized.
• Thrive in the details.
• Possess excellent communication and follow-up skills.
• Demonstrate an established tracking system.
• Collaborate with other team members.
• Display exceptional time management skills.
• Manage and adhere to a budget.
• Prioritize tasks.
• Understand and appreciate a good process.
• Adapt to last minute changes.
• Remain proactive.
BREAKDOWN OF ROLES AND RESPONSIBILITIES:
The Executive Coordinator will serve as the team lead in planning, coordinating, producing, and executing all aspects of the event assigned to them. Duties include but are not limited to:
• Partner with key stakeholders to program a mission-focused event.
• Establish a date for the event.
• Research and secure a conference venue.
• Negotiate a contract with the venue.
• Book entertainers and vendors.
• Schedule and collaborate with guest speakers and faculty.
• Coordinate IT and AV needs.
• Liaise with Manager of Marketing to create an event communication plan and determining
communication protocols for reminders and announcements.
• Compile printed collateral.
• Reserve lodging and transportation.
• Order and distribute gifts/merchandise.
• Menu planning.
• Ownership of calendar invites.
• Track member/guest registrations.
• Collaborate/report/communicate with the CEO Forum team.
• Compile and manage event budget to achieve financial objectives.
The Executive Coordinator will provide logistical support for said events. Duties will include but are not limited to:
• Agenda planning.
• Content planning and development.
• Facilitate stakeholder planning meetings.
• Internal and external communication.
• Maintain Website Landing Pages and related content in WordPress.
• Serve as a Zoom host.
• Take detailed notes and document prayer requests.
• Create basic copy for use in email invitations, text invitations, promotional material, and event resources.
• Update Donor Perfect (CRM Database).
• Complete tasks in accordance with communication needs (letters, cards, emails, calls, etc.)
• Assist with preparation of needed documents/presentations via Word, PowerPoint, or Excel etc.
• Serve as a concierge to our members.
• Maintain email lists and system accuracy.
• Track discipling relationships.
