Project Event Coordinator

ORGANIZATION OVERVIEW

ProGeorgia is a bold, trusted, and diverse collaborative that champions an equitable and inclusive democracy, for and with traditionally underrepresented communities.

ProGeorgia supports and coordinates the civic engagement programs of our diverse partner organizations. ProGeorgia develops the infrastructure, executes the joint strategies, and employs new tools and technology to assure a government that is more responsive to the needs of our constituencies.

At ProGeorgia we believe that every citizen should be able to vote without undue obstacles, road blocks, restrictions, confusion or intimidation and that

• Our democracy is stronger when all people participate
• Our government has a responsibility to work for all of its citizens
• We, as members of the progressive community, are stronger when we work together

POSITION OVERVIEW

ProGeorgia seeks a temporary Project Coordinator to support the Chief Executive Officer. This is a high-level administrative support role, which includes : making travel arrangements, managing special projects, handles both professional and personal tasks for the CEO, and other administrative functions as required.

This role requires high responsiveness, organization, detail orientation, and independent judgment. The ideal candidate will have the ability to hold information in strict confidence, work well in a fast-paced environment, and handle multiple tasks with strong attention to detail.

KEY RESPONSIBILITIES

The Project Coordinator, reports to the Chief Executive Officer and is responsible for the following :

Event Planning and Coordination :

• Develop and manage event plans, including timelines, budgets, and resource allocation.
• Coordinate with consultants, partners, and vendors to understand their needs and preferences.
• Research and select venues, vendors, and suppliers for retreats, end-of-the-year events, etc.

Logistical Management :

• Oversee the setup and breakdown of events, ensuring all logistical elements are in place.
• Coordinate the production and distribution of materials, including agenda and programs
• Coordinator transportation and accommodation for guests and staff.
• Ensure all equipment and materials are procured and delivered on time.
• Coordinate schedule for congruence and built-in down-time for the CEO each week to pursue professional development opportunities (including blogging, book writing, podcast recording, coaching, etc.

Onsite-Management :

• Manage registration processes, attendee tracking, and on-site check-in
• Supervise event operations on-site, ensuring everything runs according to plan.
• Troubleshoot and resolve any issues that arise during the events.
• Coordinate with staff and vendors to ensure smooth operation.

Budget Management :

• Develop and manage events budgets, ensuring expenses are within limits.
• Track and report on expenses and provide financial reports as needed.
• Negotiate contracts and manage relationships with vendors and suppliers.

Personal Assistant :

• Handles personal tasks and appointments.
• Manages professional and personal travel arrangements.
• Manages family-related responsibilities and tasks.
• Assistance with organizing personal affairs.
• Travel with the CEO to support coordinating activities, events, etc.

PROFESSIONAL QUALIFICATIONS

Preferred Skills :

• A strong understanding of and demonstrated commitment to social and racial justice, civic engagement, and activism.
• Knowledge of and commitment to personal growth and development on issues of racial equity and diversity and to supporting others in growth around issues of racial equity.
• Strong relationship-building and communication skills. Experience working in coalitions and public interest organizations.
• A good attitude and ability to work with multiple people with multiple points of view.
• 5+ years prior experience supporting special projects, strategic planning, and corporate events
• Highly proficient with MS Office and GSuite applications.
• Advanced MacBook experience is required.
• Excellent organizational skills with an ability to think proactively and prioritize work.
• Experience working with underrepresented and / or diverse communities.

LEADERSHIP COMPETENCIES

• Adhering to and encouraging others to be cognizant and compliant of safety and security measures within the organization.
• Avoids and reports potentially unsafe conditions. Uses equipment and materials properly.
• Has a broad, big-picture view of the organization and its mission.
• Innovates through analysis of issues and trends.
• Anticipates emerging crises and opportunities.

EDUCATION AND SKILLS REQUIRED

• Bachelor’s degree in business management or related field preferred
• Experience supporting C-Suite level staff
• Requires a high degree of trust, discretion, and adaptability

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting at a desk and working at a computer.
• Must be able to lift 15 pounds at a time.

LOCATION

The position is located in Atlanta, Georgia, and requires a hybrid schedule with some domestic and international travel required (40%).

REPORT TO : Chief Executive Officer

COMPENSATION : Competitive salary is $70,000 based on experience, plus a competitive benefits package including health and dental insurance.