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Event and Meeting Coordinator

Topeka, KS

Company: Sunflower Foundation and the Nonprofit Center
Job Title: Event and Meeting Coordinator
Job Classification: Non-exempt; Full-Time
Work Schedule: Normal business hours as well as the ability to work some mornings, evenings and weekends as required by event necessity.  .
Compensation: Compensation based on experience
Reporting Relationship: Nonprofit Center Director
Supervises: None

Sunflower Foundation
The Sunflower Foundation:  Health Care for Kansans was created in 2000.  Based in Topeka, it is a statewide public foundation and grant making organization.  The Sunflower Foundation focuses on three primary areas:

  • Healthy living and active communities
  • Built Environment (e.g. Trails)
  • Mental Health
  • Nonprofit Capacity Building
  • Education and Advocacy 

In addition, the Sunflower Foundation opened the Sunflower Nonprofit Center (NPC) in 2021. The Center offers a state-of-the-art education center, shared office services including leased and co-shared working office space.  The mission of the NPC is to build capacity of nonprofit organizations that serve health and social service nonprofits locally and across the state through shared workspace and collaborative learning.

The Event and Meeting Coordinator is responsible for delivering successful events for the Sunflower Foundation and nonprofit organizations renting the Nonprofit Center.  With proven experience overseeing in-person and hybrid events and meetings from start to finish, the ideal candidate is customer service-focused, detail-oriented, and able to balance competing priorities.

Key Responsibilities

  • In coordination with the NPC Director, coordinate all aspects of events/meetings including room set up, food and beverage planning and provide onsite logistical support.
  • Ensure that all events/meetings are carried out to outlined specifications and requirements.
  • Work with NPC staff, contractors, vendors and organizations using the Nonprofit Center to coordinate the logistics of all events and meetings.
  • Establish and maintain relationships with Sunflower Foundation staff and organizations using the NPC.
  • Serve as a key member of the NPC team and perform general administrative tasks.
  • Exhibit strong attention to detail to ensure each event exceeds the NPC user’s expectations.
  • Provide event support for Sunflower Foundation and NPC events.
  • Assist with on-site execution of each event from event/meeting set up to post event clean up.
  • Identify needs, content, and items to support events.
  • Execute other operational duties as needed. 

Qualifications

  • Strong verbal and written communication skills
  • Good organizational, planning, and coordination skills
  • Ability to multi-task and re-prioritize, as needed
  • Desire to take full ownership of assigned projects and work independently
  • Possess a sense of urgency; is self-motivated and detail-minded
  • Strong interpersonal skills and ability to build collaborative relationships
  • Proactive approach in resolving problems and issues
  • Experience with or ability to quickly become proficient with collaborative technologies such as Zoom, Microsoft Teams or other videoconferencing technology
  • Proven success working in a team environment and in balancing multiple priorities
  • Proficiency required with MS Office suite, including PowerPoint, Word, Excel, and Outlook.
  • Willing to take the initiative; seek ways to improve in-person, hybrid and virtual session deliveries 

Education and Experience Requirements

  • Bachelor’s degree in event planning, marketing, communications, food and beverage industry or a related discipline
  • 3-5 years of experience in same or similar position is preferred
  • Experience working in a high-volume, fast-paced environment 

Personal Attributes

  • Highly creative thinker and problem solver
  • Enthusiasm, can-do attitude and energy are must-have qualities
  • Keen eye for attention to detail
  • Good organizational skills with the ability to work on multiple projects concurrently and take responsibility for project delivery
  • Team player
  • Capable of time and priority management, and ability to work under pressure
  • Ability to develop and maintain cooperative working relationships
  • Able to work extended hours (before or after normal business hours) as required by event schedules 

Physical Demands

  • Regularly required to speak and hear, sit, stand, bend, stoop, kneel and walk.
  • Ability to read computer screens and operate computer peripherals for an extended period of time, or the ability to capture electronic information through reasonably available accommodations.
  • Occasionally required to travel with occasional overnight stays necessary.
  • Ability to lift or have the ability to utilize reasonable available resources to maneuver, up to fifty (50) pounds.

Work Environment

Professional and deadline-oriented environment in an office setting with regulated temperatures and moderate noise.  As the Nonprofit Center rents office space to tenants and co-working partners and hosts events and conferences, the Center will become an energetic and vibrant community on the former Menninger Hill. 

Additional Candidate Instructions

A complete application consists of:

  • A cover letter addressing how required qualifications are met
  • Resume
  • Three professional references

Application Review Begins

July 1, 2022

Anticipated Start Date:

August 1, 2022

 

 

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