Demo

Events Coordinator/Administrative Assistant

Fund Finance Association
Charlotte, NC Full Time
POSTED ON 12/31/2024
AVAILABLE BEFORE 4/28/2025

Are you ready to bring your organizational skills and passion for events to life? The Fund Finance Association (FFA) is looking for a detail-oriented and proactive Events Coordinator & Administrative Assistant to join our growing team. If you thrive in a dynamic environment and enjoy making a hands-on impact in core business processes, this role is perfect for you!


What You'll Do:

As the Events Coordinator & Administrative Assistant, you will be responsible for supporting the planning, promotion, and execution of events and programs for the FFA. You'll report to and work closely with the CMO, COO, and other senior members of the team to coordinate event and program logistics, providing administrative support. You'll also work closely with the COO to provide operations support and serve as first point of contact for the FFA’s Charlotte office location. 


Your Essential Duties and Responsibilities:

  • Calendar management, including the scheduling of Board and multiple Committee meetings
  • Maintain meeting notes for Board and multiple Committee meetings, providing follow-ups as necessary
  • Assist with the preparation of meeting agendas and bi-weekly Board Packs
  • Assist with booking and coordinating travel for the team
  • Manage shared email inboxes; direct emails to appropriate team members as needed
  • Assist with the planning and execution of FFA events, including, but not limited to: conferences, webinars, and networking events
  • Assist with event logistics, including onsite tasks at specified events, as needed
  • Data management and organization within the FFA’s CRM (HubSpot)
  • Oversee and coordinate office tasks, including but not limited to: managing vendors, handling shipments and deliveries, printing, replenish office and breakroom supplies, and coordinate communication with property management
  • Create, compile, and distribute reports and event attendee lists in Microsoft Excel
  • Assist with creation and distribution of FFA communications, including email campaigns, newsletters, and website updates
  • Assist with post-event follow-up, analysis, and reporting; administer and oversee post-event surveys, as directed by CMO.
  • Assist team with Information Technology needs, serving as a liaison between the FFA’s IT vendor and staff
  • Assist with benefits and payroll administration, as directed by the COO
  • Support other operations initiatives, as needed
  • Other duties as assigned


Your Knowledge, Critical Skills, Qualifications Should Include:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


  • 2-5 years of relevant work experience in an administrative support role
  • Experience in event planning preferred
  • Strong organizational skills
  • Excellent written and verbal communication skills
  • Strong attention to detail and level of accuracy
  • Ability to work independently as a self-starter
  • Proficiency in Microsoft Office Suite
  • Proficiency in Canva and HubSpot preferred


Your Work Environment Will Look Like:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


  • Works in an office setting 4 days per week on average, with the ability to work remotely and flexibly, as permitted based on performance and management discretion
  • Ability to attend virtual meetings to accommodate European and Asian time zones, approximately 1-4 times per month, as necessary
  • Works under moderate supervision
  • Frequently types on a computer and uses phone
  • Occasionally moves about to coordinate work
  • Must be able to lift up to 15 pounds at times
  • Occasionally travels to offsite events via car, train, and/or air, approximately 10% of the time

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