The Administrative Coordinator provides general support and assistance to all IALD departments. Handles a wide range of administrative and support-related tasks involving clerical and administrative functions. Responsible for office support, information preparation, company records management, and receptionist duties. Handles confidential information and communications. Requires full comprehension of company's operation and procedures. Uses discretion and good judgement along with knowledge of the organization. Work is generally independent and collaborative in nature.
DUTIES AND RESPONSIBILITIES
Performs receptionist duties; screens and directs phone calls and emails, responds to general information requests, receives and distributes incoming mail and packages, and greets visitors
Provides general office support to all IALD departments. Coordinates outgoing mailings, and updating forms/templates (e.g. credit card reimbursement form, expense reports and calendars etc.)
Logistical support for meetings including meeting site location, menu selection, and organizing itineraries
Coordinates online meetings via online meeting platforms
Provides administrative support to the Membership department using two online databases, including data entry and creating data sets.
Updates and distributes information for internal and external communications – memos, emails, presentations, reports
Coordinates all incoming and outgoing shipments; researches and identifies best value vendors; coordinates with appropriate staff to ensure inventory is included; tracks sent/returned material quantities; and packs/unpacks shipments
Manages the conference registration process in CVENT event management software by entering/updating conference information, providing customer service to registrants, creating conferences badges and issuing trending reports
Confidentially handle credit card information
Verify and mail outgoing vendor payments
Maintains office supplies inventory; places and expedites supply orders; verifies receipt of supplies; distributes and arranges storage of supplies
Maintains the storage areas, ensuring items stored are easily locatable and areas are accessible and neat
Ensures on-going operation of equipment by completing preventive maintenance requirements; troubleshooting malfunctions; calling for repairs
Ensures front desk area is presentable
Other dues as assigned
To view a brief video about the International Association of Lighting Designers (IALD) , click here.
2 - 3 years experience as an administrative coordinator
Excellent MS Office knowledge required
Bachelor’s degree or equivalent work experience preferred
Outstanding organizational and time management skills; excellent attention to detail
Able to prioritize conflicting needs; handle multiple, concurrent assignments expeditiously with successful completion
Strong interpersonal skills and the ability to build relationships with staff, board and volunteers
Ability to learn new database software and platforms
Excellent verbal and written communications skills
Ability to demonstrate discretion and confidentiality with information and materials
Cooperative team-player with the ability to be effective independently
Demonstrates high level of customer/client service skill
About International Association of Lighting Designers
The International Association of Lighting Designers (IALD) is an international organization dedicated to setting the global standard for lighting design excellence. Members include independent professional lighting designers, educators and students of architectural lighting. The IALD welcomes professional lighting designers of all disciplines including theatrical as well as professionals in related fields. Major areas of focus for the IALD include designer referral services, recognition of outstanding lighting designs, public awareness, education, internship programs, energy policy and co-sponsorship of international lighting trade shows. (Est.1969).