Event Coordinator/Admin asst (Hybrid)

Description

• Provide detail-driven administrative and event coordination support to ensure conferences, meetings, and special initiatives run smoothly and deliver a high-quality stakeholder experience. This role requires strong coordination, communication, and prioritization skills to manage logistics, support partners, and maintain operational excellence in a fast-paced environment.
• Use graphic design skills to create advertisements for events and demonstrate working knowledge of basic online survey design
• Apply event coordination and project management skills to plan and execute conferences, workshops, and meetings, ensuring logistics, materials, and timelines are completed accurately and on schedule
• Use proactive administrative support and organizational skills to anticipate needs, prepare documentation, and maintain smooth day-to-day event and operational workflows
• Demonstrate professional written and verbal communication skills to coordinate with internal teams, vendors, partners, and stakeholders, ensuring clear expectations and timely follow-up
• Use stakeholder service and relationship management skills to create a positive, responsive experience for event participants, partners, and leadership
• Apply prioritization and time management skills to manage multiple concurrent events, deadlines, and administrative responsibilities in a fast-paced environment
• Demonstrate attention to detail and quality assurance skills by maintaining accurate records, tracking logistics, and ensuring event and operational materials are complete and error-free
• Use collaboration and teamwork skills to support cross-functional teams and contribute to successful execution of shared initiatives

Preferred Skills:

• The ability to create Canva projects using a blank template.
• The ability to create basic surveys and logic surveys using survey tools such as Qualtrics or Survey Monkey.
• Bachelors' degree

A Day in the Life of an Events & Conference Assistant

• No two days are ever the same and that’s exactly how it should be.
• The day might start with gathering key details to craft a compelling one-pager that brings an upcoming event to life. Turning logistics into engaging marketing content ensures agencies understand the value, impact, and experience they can expect.
• From there, it’s time to dive into the data,  reviewing registration spreadsheets to identify who hasn’t signed up yet and coordinating targeted outreach to boost attendance. Every detail matters when building a successful event.
• Next comes coordination and collaboration. Scheduling speakers, confirming availability, and managing logistics keeps the program on track. A quick meeting with the fiscal team ensures branded swag and event materials are ordered on time and within budget.
• As event day approaches, the role shifts into execution mode. Assisting with onsite setup, meeting caterers, coordinating vendors, and ensuring everything runs smoothly from start to finish requires adaptability and attention to detail. Being present to support agencies and attendees ensures a seamless, professional experience.
• After the event, the work continues. Drafting post-event summaries, managing written communications, and preparing invoices for signature (while the director maintains budget oversight and payment processing) helps close the loop and sets the foundation for future success.
• Behind every successful conference is careful planning, strong communication, and hands-on execution — and the Events & Conference Assistant helps bring it all together.

Who you support:

Department of Human Resources: 

• At the Department of Human Resources our mission is simple: Guiding “people solutions” to attract, grow, and keep top talent. We do this by living our values and being excellent in our work every day. Together we work to realize our vision for Tennessee State Government to be the best place to work.
• Our Values: Be Excellent!
• 1.Customer-Focused Solutions 
• 2.Continuous Improvement 
• 3.Teamwork 
• 4.Integrity, Trust, and Empathy 

Prescreening Questions:

• Describe your experience with planning, organizing, and execution of a large conferences or event.
• Describe your experience with administrative tasks such as scheduling meetings, booking venues, following budget guidelines, and placing catering orders?
• How do you keep track of multiple event details and logistics?
• Describe your experience with managing event registrations or maintained attendee databases?
• Describe your proficiency level with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams)?
• What interests you most about working in conference and event management?
• Why do you believe you’re a good fit for this role and our organization?

“Cleo Consulting is an equal opportunity employer (Minorities/Women/Veterans/Disabled)”