The Council of State Governments (CSG) is a regionally based and state-funded organization with a governing board representing all branches of state government from all 50 states, U.S. Territories and Commonwealths. Established in 1933, CSG and provides a forum for new ideas, promote innovations transfer, advocate multi-state problem solving, provide leadership training and technical assistance, and track and monitor future state trends affecting policymaking. To learn more about CSG visit us atwww.csg.org.

The mission of the Southern Office, the Southern Legislative Conference, is to foster and encourage intergovernmental cooperation among its 15-member states. In large measure this is achieved through the meetings, publications and policy positions of the Conference's six standing committees. Committee members are appointed by their chamber's legislative leadership and each committee elects its own officers. Through the deliberations of Committee members, an array of issues facing all Southern state legislatures are considered. To learn more about the Southern office visit us atwww.slcatlanta.org.

The Southern Legislative Conference is the largest of four regional legislative groups operating under The Council of State Governments and comprises the states of Alabama, Arkansas, Florida, Georgia, Kentucky, Louisiana, Mississippi, Missouri, North Carolina, Oklahoma, South Carolina, Tennessee, Texas, Virginia and West Virginia.

JOB SUMMARY The Administrative and Events Coordinator is a multifaceted position and responsible for providing event and program planning and coordination and administrative support for the Southern Office. Under the supervision of the Regional Director, and in complete alignment and coordination with the Sr. Events Manager, the Administrative and Events Coordinator makes regular travel arrangements for staff and external participants of Southern Office programs; coordinates mailings/emails to high-level elected officials for special events; and in preparation for events interfaces with high-level elected officials and their staff. In preparation for the Southern Legislative Conference, leadership programs, and various fly-ins, the Administrative and Events Coordinator works cross-departmentally to organize and monitor housing reservations and room lists; book flights for participants and presenters; assists in the coordination and data entry of meeting registration; and serves as support staff on-site at specific events and programs. The Administrative and Events Coordinator is also responsible for specific administrative functions of the Southern office, such as ordering supplies and working with external vendors. The Administrative and Events Coordinator exercising semi-independent judgment and proficiency in Adobe Creative Suites and Microsoft Office applications.

ESSENTIAL DUTIES and RESPONSIBILITIES

Events Support Responsibilities:

• In concert withthe Sr.Events Manager anddesignated staff, serves as liaison with hotels, facilities, vendors,other entities and develops relationships withthesame.
• In concert with CSG South staff and the Host State,assistswith overall planning and programming for theSouthern Legislative Conference.
• Works with the Regional Directorand Sr.Events Managertodeterminesitelogisticsof the Annual Meetings, including on-site visits, pre-planning communications, and activities for theSouthern Legislative Conference.
• Works with the Sr.Events Manager and Finance andEvents Coordinator to create and implement the Southern Legislative Conference registration portal (Cvent)and effectively integrate this portal with Passkey.
• Responsiblefor creating, implementing, andmaintainingthehotel reservations portal (Passkey)for the Southern Legislative Conference.
• Organizes andmonitorsSouthern Legislative Conferencehousing reservations,programgroup room list, and related rooming reports for meetings and programs.
• Coordinat sthe pre-conference registration, lists, ribbons, badges,committee cardsand other itemsneeded for on-site registration.
• Responsible for registration list pre-Southern Legislative Conference with routine auditsand editing,paymentrevisions, andparticipant communication.
• Main point of contact for hotelsand membersregardingreservationsandassistingwith on-site registration at theSouthern Legislative Conferenceand supports room/travel needs of attendees that arise.
• Makes regular travel arrangements (air, hotel, and ground transportation) for external participants of Southern Office programs and the Southern Legislative Conference.
• Compiles and preparesevent and program briefing packets.
• Serves aseventstaff on-site at assignedevents and programs.
• Coordinates and tracks the production of awards, plaques, and recognition items, and works in concert with the designated staff for distributionthrough various programs andevents, including the CarterHellard Award, STAR, LegacyAward, and Chair recognition.
• Arranges food andevent vendors for state visitevents held during state visit seasonandparticipatesin pre-planning meetings.

Administrative Support Responsibilities:

• Answers and redirectsmain officephone calls.
• Coordinates mailingsand/or emailsto high-level elected officials, including mail-merge correspondence withappropriate mailinglists, recording responses,and notifyingappropriate staff.
• Provides support to the Directors, including scheduling appointments andmeetings,processing materials,and preparing correspondence forevents.
• Supports the Southern Office staff with hotel and transportation arrangements for state visits.
• Assistswith overall office organization, including supplies and inventory.
• Responsible for orderingroutineofficesupplies, such ascopierpaper, coffee,toiletries, cleaning supplies, etc.
• Responsible for engaging vendors tomaintainor repairoffice equipment, such as copiers, postagemachine, surveillance cameras,phonesystems,etc.
• Responsible formaintainingcurrentstaff phone list and call tree.
• Main point person for housekeeping vendor to ensure office and trash is disposed weekly.
• Responsible formaintainingand implementing the weekly office checklist ofitems forgeneralofficeupkeep.
• Responsible for routinely updating the CSG South history binder tomaintainrecords of key leaders and award recipients.

SKILLS and ABILITIES

Keeps current on organizational changes and developments

Demonstrates a high degree of attention to detail, professional demeanor andexhibitsappropriate interpersonalskills and relationships with both internal and external partners

Demonstratesproficiencyin Microsoft Word (including mail merges), Excel, and Internet search skills

Communicates clearly and effectively (written and oral),demonstratessensitivity and tact,andpossessexceptional customer service skills

Demonstrates a high degree of skill in prioritizing/organizing tasks and efficiently managing multiple projects while keeping attention to detail

Dependable, flexible,approachableand able to work collaboratively with internal and external staff and stakeholders in a professional manner

Ability to interact effectively with diverse people in different contexts and foster equity and inclusion through self-awareness, cultural sensitivity, and valuing others.

Dedication to public service with an unfailing commitment to act with civility, be nonpartisan in performing CSG duties, and be a responsible steward of member and donor funds.

Travels by plane and vehicle, overnight and for varying lengths to fulfill duties and responsibilities as needed.