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Events and Administrative Coordinator

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North Carolina Seafood Festival

Events and Administrative Coordinator

Morehead City, NC
Full Time
Paid
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  • Responsibilities

    Job Description

    POSITION TITLE: Events and Administrative Coordinator of the North Carolina Seafood Festival (NCSF)

    STATUS: Full-time, exempt (salary)

    COMPENSATION/BENEFITS: $30,000 - 35,000, based on qualifications, experience and education; flexible schedule. Additional benefits include two weeks annual leave and paid holidays.

    OFFICE HOURS: Monday-Friday 9:00 a.m. –  5:00 p.m. Hours will vary depending on business need. Required to work all events which are typically on weekends; Board meetings on the first Monday of each month at 5:30 p.m. and more frequent closer to the festival. Additional meetings may be required, but also in careful consideration of work-life balance.

    LOCATION: 412 D Evans Street, Morehead City, NC

    ABOUT THE NORTH CAROLINA SEAFOOD FESTIVAL: In its 36th year, the North Carolina Seafood Festival is a non-profit organization of Carteret County citizens and business people, in conjunction with the town of Morehead City, N.C. Recognizing the importance of seafood to eastern North Carolina, the North Carolina Seafood Festival is organized to develop and conduct a festival every year, the first weekend in October to: promote the positive social and economic impact of the seafood industry on the citizens of North Carolina; educate the public about seafood and its importance to the state economy; publicize the wide variety of local seafood indigenous to North Carolina and provide the opportunity for people to enjoy it; and boost tourism and recreation in eastern North Carolina in the non-summer months. The North Carolina Seafood Festival supports charitable giving providing exceptional fundraising opportunities for local organizations and schools. Our non-profit organization has raised over $1.8 million for charities.

    SUMMARY: The Events and Administrative Coordinator will contribute to and help execute plans to enhance the efficiency, scope and outreach of the North Carolina Seafood Festival. The Coordinator will be a reliable, self-starter who is able to work autonomously, takes initiative and has pride in their work with an excellent attention to detail. Ability to exercise discretion with confidential information is a must. Demonstrated multi-tasking skills and the ability to organize and prioritize workload in a deadline-driven environment are essential. Consistently demonstrate a good understanding of what needs to be accomplished as a team as well as individually to complete goals.

    The Events and Administrative Coordinator has a key role in organizing the day-to-day operations for the NCSF office and will be exceptionally organized, highly motivated, customer-service oriented, capable of working independently, and experienced working with a variety of different personalities. Provide the Executive Director, Board Chair and Board Executive Committee and various committees the administrative support required to meet the ongoing mission and vision of the NCSF.

    ESSENTIAL JOB DUTIES:

    Responsibilities include but are not limited to:

    • Undertake daily administrative tasks including answering phone, emails, provide clerical support, greet public and gift shop/online sales.
    • Calendar management and coordinator of logistics for internal and external meetings and events.
    • Maintain accurate contact lists for the Board, community partners, sponsors, etc.
    • Create reports and spreadsheets which may utilize specialized software and systems.
    • Create, maintain, modify, and/or ensure accuracy of content in various documents, displays, reports, brochures, social media, and website.
    • Responsible for ordering and maintaining supply and material inventory.
    • Assist with budget formulation and financial transactions. Review and reconcile budget reports. Research, identify, and resolve discrepancies.
    • Submit and track purchase requisitions, vendor agreements, and invoices. May assist with capital or special equipment requests and/or vendor selection.
    • Coordinate and assist the Festival’s Vendor Committee in all correspondences, materials, meetings, contract preparation and selection process. Maintain database of all vendors including status, sell items, contact information, sales and used tax id numbers, etc.
    • Responsible for verifying vendor payments, insurance request, and ensuring that all vendor payments are properly recorded into the correct account (vendor space, utilities, insurance, etc.) Ensure that all food vendors have the proper paperwork required by the Health Department, Fire Department, and others by their given deadline.
    • Oversee the placement of vendors while working with the Town of Morehead City and waterfront businesses restrictions.  Also, work with the Director on placement of sponsorship booths.
    • Coordinate distribution and allocation of Festival tickets, t-shirts, etc. as directed.
    • Secure reservations, confirmations, etc. with hotels/condos accommodations for use by sponsors and other dignitaries. Assign rooms as directed by Executive Director.
    • Assist with volunteer management and training.

    Other Responsibilities:

    • Willingness to travel as requested, and work evening and weekend events.
    • Assist organization/upkeep of shared spaces, cleaning of office and maintain inventory in Storage unit.
    • Assist with research of industry trends and competitors.
    • Openness to new ideas. Ability to react and adapt to changing situations appropriately.
    • Plan for potential scenarios that could impact the integrity of an event and act quickly to resolve problems.
    • Additional assignments as needed.

    MINIMUM EXPERIENCE/EDUCATION REQUIRED:

    • 3-5 years of office/administrative, event planning, or relevant experience.
    • High School Diploma or equivalent.
    • Proficiency in Microsoft Office tools (Word, Excel, Powerpoint) and Google Workspace (Docs, Forms, Sheets, Slides.)
    • Proficiency in working on websites, social media, other electronic/digital media/platforms.
    • Must be able to lift a minimum of 25 pounds; be able to sit, stand, walk the festival/events footprint, and be on your feet for long periods of time.
    • Must be able to provide proof of eligibility for employment in the United States and have a valid driver’s license.

     Other Required Qualifications:

    • Ability to work in high-paced environment with multiple tasks and deadlines.
    • Excellent verbal and written communication skills.
    • Excellent interpersonal and customer service skills.
    • Superb organizational time management skills and the ability to work independently.
    • Excellent skill and understanding of technology as a tool, and its applications in special events.
    • Ability to understand the need for discretion and good judgment. 
    • Ability to work and communicate with people at all levels, both internally and externally. 
    • Ability to work under pressure while maintaining composure and exhibiting confidence when dealing with all contacts. 
    • Ability to organize and/or prioritize tasks is necessary along with the willingness to learn new skills and be willing to help others enhance their abilities.
    • Ability to change direction with daily projects in a moment’s notice.

    _ Preferred Qualifications:_

    • _ Associates or Bachelor’s degree and at least one (1) year of direct event planning experience._
    • Experience working in a non-profit and/or in a professional role collaborating with multiple partners and vendors to execute events.
    • Experience or proficiency in QuickBooks, Adobe Suite/Illustrator, Constant Contact, Shopify; APPS: Canva or similar Graphic Design App/Video App such as Adobe Spark/Group Me.