The Fragrance Foundation Is Hiring A Coordinator In NYC
The Fragrance Foundation is an industry organization dedicated to serving its member companies as a resource for industry expertise, innovation and education. We are looking for a Coordinator to join our close-knit team.
The Fragrance Foundation is an industry organization dedicated to serving its member companies as a resource for industry expertise, innovation and education. Passionately devoted to increasing the awareness and appreciation of fragrance in all its forms. We are looking for a Coordinator to join our close-knit team.
Key Responsibilities:
Office
- Answer phones and route calls
- Maintain office supply inventory by determining inventory levels; anticipating needed supplies; placing orders for supplies and verifying receipt of supplies
- Ensure operation of office equipment and troubleshoot malfunctions; call for repairs
- Assist with updating and maintaining websites and social media
- Handle customer inquiries
- Research and fact-checking for membership and industry related news
- Manage President’s calendar by planning and scheduling meetings, conferences, conference calls, and travel (as needed)
- Keep track of receipts and manage Foundation expenses with Bookkeeper
- Transcribe, format, input, edit, retrieve, copy and transmit text, data and graphics
- Maintain filing systems
Events
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Event Planning and Production
- Aggressively gather information on each project to achieve quality event productions
- Conduct research, make site visits, and find resources to help staff make decisions about event possibilities
- Assist with managing on-site production and clean up for events as necessary
- Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
- Close out all events as required
Event Administration:
- Assist with preparing budgets and provide periodic progress reports to staff directors for each event project
- Keep track of event finances including check requests, invoicing, and reporting
- Coordinate appointments and visits to see our space, and scheduling of events on the calendar
- Prepare and modify event contracts as requested
- Create and manage registration processes and receipts
- Collaborate with team members on branding, logistics and other details
- Arrange the list of invitees and track RSVPs
- Check-in greeting and directing guests on-site
Qualifications:
- Excellent communication skills, including writing, proof reading skills, and speaking
- Ability to manage multiple projects and work assignments from a variety of staff
- Excellent interpersonal skills both in person and by phone, with high professionalism
- Ability to accomplish projects with little supervision
- Fantastic customer service ethic and high expectations for quality
- Bachelor’s degree preferred; significant work experience can substitute for the degree
- At least 1 year experience with office administrative management
- At least 1 year experience coordinating special events
- Proficient on iMac, iPad, and iPhone using the latest versions of Microsoft Word, Excel, PowerPoint, Access, and mail merges; email and web searches
To Apply: Send resume and cover letter to info@fragrance.org
Deadline: Friday, November 20, 2015
