Coordinator, Programs & Engagement

Job Description

Job Description

Why the Partnership

When you join the Greater Houston Partnership, you get the opportunity to work with an organization helping guide the future of the Houston region.

Our team of professionals work across multiple disciplines, including : Economic Development (Regional and International), Executive, Finance & Accounting, Marketing & Communications, Member Engagement, Public Policy, Regional Workforce Development, Research, Talent & Inclusion, Resources, and the Center for Houston’s Future.

The Greater Houston Partnership works to make Houston one of the best places to live, work and build a business. As the economic development organization for the region, the Partnership champions growth across 12 counties by bringing together business and civic-minded leaders who are dedicated to the area’s long-term success.

Representing more than 900 member organizations and approximately one-fifth of the region’s workforce, the Partnership is the place companies come together to make an impact.

We look forward to telling you more about the organization and helping determine if a career with the Partnership is right for you!

Today, We Are Looking For

The Coordinator, Programs & Engagement is responsible for supporting the Programs department, including event preparation and administrative responsibilities as well as day-of event logistics.

The Coordinator will support the department’s work by maintaining communications, updating and maintaining event records, and program coordination.

Primary Duties and Responsibilities

The following responsibilities are essential to job performance :

• Provide administrative support to the Programs & Engagement team, which includes the Greater Houston Leadership Institute programs.
• Coordinate event preparation logistics for both in-person and virtual gatherings, attendee registrations, and day-of execution for events executed by the Programs department.
• Coordinate tertiary programs and special events in collaboration with internal divisions.
• Coordinate invoicing and collection of account receivables through event management and member management systems (e.g., CVENT, Salesforce).
• Create accurate reports as needed using event management and member management systems (e.g., CVENT, Salesforce) and department files (e.

g., shared drive, Basecamp).

Provide project management support by creating and tracking deliverables and event tasks project management system (e.g.

Basecamp) as well as follow-up action items from internal and external meetings.

• Coordinate and organize supporting materials for meetings and events, including printing, distribution and / or setup.
• Maintain Programs department materials including but not limited to snacks and beverages, nametags, banner kits, high top tables, tablecloths through inventory tracking, quality checks and managing check out procedures with other departments.
• Assist in daily needs for the department such as handling correspondence, telephone contact & inquiries, ordering supplies, and mail.
• Interact with Partnership members (written, telephone, and face-to-face communications), Partnership staff, community contacts, and event vendors as necessary.
• Work with confidential matters.
• Support the Events & Programs team and Member Engagement division at other events as needed.
• Other duties as assigned.

Knowledge, Skills, and Abilities

The following knowledge, skills, and abilities are desirable for job success :

• Key attributes : excellent attention to detail, precision, foresight, critical thinking, consistency
• Proven project coordination and organizational skills
• Project and event management experience is strongly preferred
• Live event, hospitality and meeting coordination experience
• Working knowledge of hosting virtual meetings on platforms such as Zoom and Microsoft Teams
• Proficiency in these business, project, and event management systems : Office 365 and all Microsoft products, Windows, Microsoft Word, PowerPoint, Excel, Outlook;

and Basecamp, Salesforce, and CVENT

• General typing speed between 50-60 WPM with 80%-90% accuracy.
• Strong spoken and written communication skills reflecting emotional intelligence and excellence in interpersonal skills
• Strong listening skills, willingness to accept feedback and demonstrated ability to be coached
• Ability to think strategically and exercise mature judgment and tact
• Strong problem solving skills
• Ability and flexibility to prioritize assignments and manage multiple activities in a deadline-oriented environment with shifting directives
• The ideal candidate will thrive on building relationships with members to enhance engagement and retention efforts.
• Professional appearance
• Preference for fast-paced environment
• Ability to work well under pressure and deadlines, with minimal supervision
• Self-motivated and directed with keen understanding of the value in every role
• Works well in team environments where each role is responsible for independent contributions to achieve the goal
• Takes ownership of tasks and accountability for performance
• Understands that working in this department may necessitate some early mornings, late nights, or working on weekends to accommodate event schedule.

Education Requirements

HS Diploma required, associate or bachelor’s degree preferred.

Required Experience

Minimum of 3 years of relevant work experience in live event, hospitality or meeting and conference industry

Minimum of 3 years administrative or programs support experience

Physical Requirements

• Good vision and hearing acuity (with adaptive aids if necessary).
• Manual dexterity and skillful use of computer keyboard.
• Physical exertion includes bending, pushing, standing, and walking. Must be able to move or lift approximately 25 pounds on occasion.

Mental and Aptitude Requirements

Job requires the ability to hear, see, and talk; analytical, conceptual, problem-solving, planning and decision-making skills.

Safety Requirements

Adhere to office safety policies and guidelines

Note : The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification.

They should not be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

The Greater Houston Partnership is an Equal Opportunity Employer.