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

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