Events and Administrative Coordinator

Full-Time | Non-Exempt | Starting at $28/hour (32-40 hours/week) Reports to: Events Lead Location: Bend Chamber office, with offsite event locations primarily in Bend Schedule: Primarily Monday-Friday during regular business hours, with occasional early morning and evening event hours —– Position Summary The Events and Administrative Coordinator is a vital support role within the Bend Chamber. This role is highly administrative in nature and plays an important part in supporting the successful execution of Chamber and BendNEXT events, programs, and member experiences while also helping maintain smooth day-to-day office operations. This position interacts with Chamber members, committees, board members, staff, volunteers and the community daily, making a positive and solutions-oriented mindset a must. It requires creativity, critical thinking, and a high level of professionalism to ensure events and programs are executed smoothly, on budget, and aligned with strategic goals. This is a fast-paced role with opportunities to have a real-time impact on the success of the organization and community. Approximately 70% of this role is focused on event and program support, including behind-the-scenes coordination, registration management, logistics, and onsite event execution. The remaining 30% supports general office operations and administrative functions that help keep the organization running efficiently and professionally. The ideal candidate is detail-oriented, adaptable, collaborative, and genuinely excited about the Bend Chamber’s mission, advocacy work, initiatives, events, and commitment to supporting the local business community. Key Responsibilities Event and Program Support (70%) Support the planning and execution of Chamber and BendNEXT events and programs Manage event registration setup, maintenance, attendee tracking, and event communications, including pre- and post-event communications with attendees Coordinate event logistics including materials, vendors, venues, signage, and onsite support Assist with onsite event setup, check-in, hospitality, troubleshooting, and tear-down Help ensure a high-quality member and guest experience at Chamber events Collaborate across departments to support sponsorship fulfillment, promotions, and event operations Office and Administrative Support (30%) Serve as a professional and friendly point of contact for members, guests, and incoming inquiries Monitor, respond and/or forward phone calls, voicemail messages and email Manage office operations and meeting support by maintaining supplies, coordinating food and beverage orders, and serving as the primary contact for vendors, facilities, and maintenance needs. Assist with member communications and materials, including new member certificates Identify opportunities to improve office efficiency, organization, and overall team support Qualifications and Experience Minimum of two years of experience in event coordination, office administration, customer service, operations support, or related fields. Event and/or program experience preferred Working knowledge of Microsoft Office Suite and Google Workspace Ability to learn and use Chamber systems and platforms including GrowthZone, Constant Contact, Canva, Asana, WordPress, social media tools, and related software Experience with CRM systems, event registration platforms, or project management tools is a plus Associate or bachelor’s degree is preferred, or equivalent experience Reliable transportation and ability to travel locally for Chamber events and activities Ability to work occasional early mornings, evenings, and longer event days as needed Key Attributes and Skills Outstanding written and verbal communication skills, with a professional and service-oriented approach A commitment to exceptional customer, vendor and stakeholder service, both internal and external Highly organized, detail-oriented, and able to manage multiple projects, deadlines, and event timelines at once Self-motivated, proactive, flexible, and adaptable to shifting priorities Collaborative, solution-oriented, and comfortable working in a small-team environment Strong event and program coordination skills, including logistics, timing, registration, setup, and attendee experience Comfort coordinating volunteers, committees, vendors, sponsors, presenters, and community partners Ability to use feedback, survey results, and event data to support continuous improvement Working Environment and Physical Requirements Primarily in-office position based in Bend, with regular event support at various community locations Events will often require working evenings with occasional to frequent longer workdays Frequent computer, phone, email, and in-person interaction throughout the workday Ability to assist with event setup and materials, including occasional lifting and carrying of up to 40 pounds Ability to drive to and from Chamber events, which necessitates access to a reliable vehicle, a clean driving record and valid insurance Benefits Paid time off and holiday pay Flexible time off Some work-from-home flexibility as approved and appropriate for the role 401(k) with employer match Health, dental, vision, and life insurance Employee assistance program Professional development opportunities Collaborative, mission-driven team environment Complimentary access to Chamber events About the Chamber Since 1926, the Bend Chamber has been here for the business community. Representing more than 1,600 businesses and 25,000 employees, our mission is to create an environment where businesses, their employees, and our community excel together. Through our nonprofit arm, BendNEXT Foundation, we support leadership development, education, and innovative programs to shape Bend’s future. We are a small, collaborative team where every member has the chance to make a real impact and grow alongside the Chamber and our community. Pay From $28.00 per hour Benefits Summary 401(k) 401(k) matching Dental insurance Employee assistance program Health insurance Health savings account Life insurance Paid time off Professional development assistance Retirement plan Vision insurance Location: Bend, OR 97702 (Required) #J-18808-Ljbffr