Administrative and Program Coordinator

Job Description

Job Description

Administrative and Program Coordinator 

Full Time | Temp to Hire

Monday - Friday | 8:30 am - 5:00 pm

$25/hour 

Hampton 

We are recruiting for a local company seeking an  Administrative and Program Coordinator to join their team. Reporting to the Deputy Director, this position will provide essential administrative and program support to help ensure the organization operates efficiently and effectively.

The  Administrative and Program Coordinator will be responsible for coordinating committee meetings, assisting with event logistics, supporting vendor relationships, and handling a variety of administrative and program-related responsibilities. The ideal candidate will be organized, detail-oriented, and able to manage multiple priorities while providing professional support to staff, vendors, and stakeholders.

Key Responsibilities:

Administrative Support:

● Prepare and distribute meeting agendas, minutes, and other materials for

committee and board meetings.

● Maintain and update committee rosters, attendance records, and other organizational files.

● Manage scheduling, reminders, and follow-ups for board and committee meetings, and general

office calendar.

● Ensure the organization’s shared drive is up to date and accessible.

● Coordinate all organizational meetings, including ordering and overseeing food delivery, and

ensuring proper room is set up.

Program and Event Coordination :

● Assist in the coordination of district events, including planning, promotion, and

logistics.

● Organize meeting logistics, including catering and venue arrangements.

● Track and assist with sponsorships, grants, and project timelines.

● Utilize reports from Placer.ai to compliment sponsorship benefits and reports in order to secure

additional funding and/or support sponsorship requests.

● Prepare the monthly newsletter for mailing and distribution (i.e. printing, bulk mail

preparation).

Vendor and Operational Support:
● Support with vendor payments and billing package preparation.

● Coordinate administrative support for event operations, the district Billboard program, and

project management.

Community Engagement:
● Serve as a point of contact for district businesses and stakeholders.

● Provide information, resources, and support to businesses and residents within the district.

● Respond to inquiries from community members and stakeholders.

Skills and Qualifications:

• Bachelor’s degree in business administration, Event Management, or related field or equivalent experience.
• 2-3 years of experience in administrative support, event coordination, or program management.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office (Excel, PowerPoint, Word), Google Drive, and Zoom. 
• Experience with graphic design tools (e.g., Canva, Adobe Creative Suite) 
• Excellent communication and interpersonal skills.
• The ability to manage multiple tasks and meet deadlines efficiently.