Office Coordinator & Events Assistant

ABOUT THE POSITION

Working out of CFEE’s downtown Sacramento Office just steps from beautiful Capitol Park, the Office Coordinator and Events Assistant supports both office operations and event coordination. The position manages office supplies, equipment maintenance, and liaises with building management. Additional duties include maintaining contact databases, administering communication systems, and supporting the Board of Directors.

On the events side, the role assists with CFEE’s acclaimed International Study Tours and Domestic Policy Conferences by coordinating invitations, managing participant details, and preparing key materials. The position may be asked to work on-site at local conferences to ensure the successful execution of the event.

Exceptional attentional to detail, strong organizational abilities, and customer service skills are essential.

This is a full-time, non-exempt position that reports to the Senior Director of Research and Operations and under the guidance and close coordination with the Events Director. The Office Coordinator and Events Assistant maintains a 40 hour/week schedule working from 9-5:30pm. Occasionally, after normal business hours work may be required.

POSITION RESPONSIBILITIES

GENERAL DUTIES

Under the supervision of the Senior Director of Research and Operations, the Office Coordinator and Events Assistant conducts the following administrative tasks:

• Manage office supplies, subscriptions, and equipment maintenance.
• Meticulously maintain contact databases, Board materials, and email lists.
• Oversee office upkeep, including janitorial staff and repairs.
• Perform light filing and other duties as needed.

INTERNATIONAL STUDY TOURS

CFEE conducts two International Study Tours every year – one in the spring and one in the fall. A separate, additional research tour is typically conducted in the summer in the United States and Canada.

Duties include:

• Input guest lists, input event details, and send invitations using FileMaker Pro.
• Track registration details, biographies, emergency contacts, and passports; maintain accurate and detailed records in FileMaker Pro.
• Prepare travel packets, which include key supplies, luggage tags, name tags, and more.
• Coordinate and wrap Delegation gifts as requested.
• After the Study Tour, check in headsets, organize returned materials, and send reunion invites and photo policy books as needed.

DOMESTIC CONFERENCES

CFEE conducts four Policy Conferences each year, historically held in California or Nevada (Lake Tahoe). Each conference is two days in length attended by 60-120 participants. The Office Coordinator and Events Assistant supports the successful development and execution of the Conference. This position may be asked to be on-site during the conference to ensure a smooth execution of the event. Duties include:

• Manage conference logistics, including invitations, guest lists, and speaker biographies using FileMaker Pro.
• Prepare materials such as name tags, agendas, and travel packets; handle shipping as needed.
• Provide on-site support, assisting participants and producing materials as required.
• After the conference, organize materials, collect name tags, and send thank-you notes.
• Provide additional office and events support for other local workshops, meetings, and events as needed.

PREFERRED EXPERIENCES & SKILLS

• Exceptional attention to detail and accuracy
• Strong organizational skills
• Office environment and/or customer service experience
• Proficiency in Microsoft Suite, including Excel, and Google applications
• FileMaker Pro experience

HOW TO APPLY

Please email your 1) cover letter and 2) resume to CFEE’s Human Resources and Financial Director Kristin Mills at kristin@cfee.net. Please include personal/professional references.

HIRING TIMELINE

We will be reviewing applications from mid-March through midApril. If our team believes you would be a good fit for the position, we will reach out to discuss scheduling an interview in late April/early May. Our goal is have our new colleague start work by May 12 or shortly thereafter.