Administrative & Events Support Coordinator

CALIFORNIA CHAMBER OF COMMERCE•Sacramento, CA

2d•$30 - $30

About The Position

The Administrative & Events Support Coordinator provides vital administrative assistance to the President of The California Foundation of Commerce and Education (CFCE) and supports the Events Department in organizing and executing key activities, such as fundraising events, research forums, and meetings. This role combines office management, financial tracking, compliance support, and event logistics to ensure smooth daily operations and successful political campaigns. The position acts as a key liaison between internal staff, board members, consultants, and external partners, managing sensitive information while providing comprehensive support.

Requirements

2-3 years of administrative or event coordination experience, ideally in a political, nonprofit, or advocacy environment.
Strong organizational and multitasking abilities, with the ability to prioritize and manage multiple projects.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable using online platforms like Zoom or Teams.
Excellent written and verbal communication skills, with a focus on clear and professional correspondence.
Ability to manage confidential information with discretion and sensitivity.
Customer-service oriented with strong interpersonal skills to work with a variety of stakeholders, including donors, board members, and team members.
Ability to work independently and as part of a collaborative team.

Nice To Haves

Some familiarity with campaign finance management and event logistics is preferred but not required.

Responsibilities

Provide day-to-day administrative support to the President of CFCE, including managing calendars, correspondence, and scheduling meetings.
Handle incoming and outgoing communications, ensuring calls and inquiries are routed appropriately.
Coordinate travel arrangements, prepare itineraries, and ensure the President’s needs are met efficiently.
Prepare and manage executive committee and board meeting materials, including agendas and reports.
Maintain accurate records for client/consultant files, departmental documents, and other confidential materials.
Serve as the first point of contact for visitors and clients, directing them to the appropriate staff members as needed.
Assist with organizing and coordinating events, such as fundraising activities, research forums, and board meetings.
Help manage the inquiry-to-contract process in the event management system, including tracking leads, preparing proposals, and ensuring contracts are completed.
Coordinate venue logistics, including managing room availability, security access, and setup requirements.
Support on-site event management, providing assistance during events, ensuring all details are attended to.
Prepare event materials, such as name badges, signage, and informational packets for attendees.
Assist with event follow-up, including sending thank-you notes, updating participant databases, and processing event invoices/receipts.
Process accounts payable and receivable for events, initiatives, consultants, and vendors.
Help with the preparation of monthly expense reports and track department expenditures to stay within budget.
Assist with maintaining financial documentation for audits and compliance with regulations.
Track political contributions and maintain records for campaign finance reporting (e.g., FPPC 460).
Support the financial liaison with the legal/treasurer teams for campaign finance management and reporting.
Track relevant political legislation and provide regular updates on legislative activity.
Assist with preparing materials for political research forums and public policy discussions.
Help maintain a database of relevant contacts, including political stakeholders and donors.