Administrative Coordinator - Events

First Baptist Church of Glenarden•Landover, MD

12h•$45,000 - $55,000•Onsite

About The Position

The Administrative Coordinator for the Events Department provides comprehensive administrative support to the Director of Events, Assistant Director, and Food & Beverage Manager. This role involves coordinating daily operations, managing communications, maintaining departmental records, and assisting with event planning and food service administration. The position serves as a central point of coordination to ensure the efficient operation of the Events Department.

Requirements

Must be saved, have a servant’s heart, and be a member, in good standing or willing to join and become a member in good standing of FBCG.
Must be saved, be a Christian example for the staff and support the work and ministry of FBCG.
Must have a servant's heart, possess a gracious, Christ-like demeanor in demanding situations.
Must be able to submit to authorities as defined by the Pastor.
Must possess a high level of sensitivity for people in need and possess the ability to maintain confidentiality.
Must possess strong people skills, superior professionalism and a spirit of hospitality.
Must have strong administrative experience, attention to detail, accuracy, and excellent customer service skills.
Must have strong organizational skills, the ability to work under pressure, and excellent interpersonal skills to deal effectively and courteously with a diverse group of individuals.
Computer proficiency in Microsoft Word, Excel, Power Point, Access, Project and Outlook.
Must be a team player; flexible and able to perform multiple tasks in a complex operating environment.
Must demonstrate the ability to prioritize work with attention to detail; strong written and verbal communication skills.
Must demonstrate proficiency in general office clerical skills.
Must be proactive, flexible, approachable, responsible, resourceful, and able to work within a diverse group.

Nice To Haves

Project Management Applications including Visio, Asana and Smart Sheet knowledge and experience preferred.

Responsibilities

Provides administrative support to the Director of Events, Assistant Director, and Food & Beverage Manager, assisting with daily operations and departmental priorities.
Prepares meeting agendas, minutes, reports, presentations, and other administrative documents.
Drafts, edits, and distributes departmental correspondence, memorandums, reports, and communications.
Maintains departmental files, records, forms, templates, policies, and procedures to ensure organization and operational consistency.
Monitors and responds to departmental email accounts, routing requests and ensuring timely follow-up.
Coordinates office operations, ensuring supplies, equipment, and workspaces are organized and adequately stocked.
Provides administrative support for church-wide events, conferences, retreats, fellowships, meetings, and special initiatives coordinated by the Events Department.
Assists with the scheduling and coordination of planning meetings with ministry leaders, vendors, volunteers, and internal departments.
Prepares event planning documents, production schedules, event timelines, room setup requests, and supporting materials.
Maintains event records, planning documents, contracts, and event files.
Assists with guest and vendor coordination, including confirming logistics, preparing itineraries, and communicating event details.
Provides administrative support to the Food & Beverage Manager in coordinating catering requests and food service operations.
Assists with maintaining food service schedules, catering documentation, menus, and production records.
Processes purchase requests, invoices, contracts, and other administrative documentation related to food service operations.
Maintains inventory records, vendor information, and departmental databases.
Assists with budget tracking, expense reconciliation, and financial reporting for Events and Food & Beverage operations.
Assists with compiling monthly, quarterly, and annual departmental reports and statistical data.
Supports annual departmental planning activities, including calendars, budgets, strategic initiatives, and ministry planning.
Maintains confidentiality of departmental information, contracts, financial records, and leadership communications.
Assists in maintaining departmental systems, databases, and electronic filing systems.
Coordinates travel arrangements, meeting logistics, and hospitality needs for departmental leadership when required.
Monitors office equipment and coordinates maintenance or service requests as needed.
Supports special projects and departmental initiatives as assigned.
Performs other administrative duties as assigned in support of the Events Department's mission and ministry objectives.