Citizen and Community Experience Project Coor

Gun Lake Tribe•Martin Township, MI

15h•$20 - $27•Onsite

About The Position

The Citizen and Community Experience Project Coordinator supports the planning and execution of Citizen celebrations, community events, and meetings. This role manages logistics, including venues, vendors, catering, accessibility, agendas, materials, and on-site support, while maintaining master calendars and tracking budgets. Serving as a key point of contact for Citizens, presenters, vendors, and staff, the Citizen and Community Experience Project Coordinator assists with event communications, RSVPs, post event summaries, and ensures compliance with policies, safety, and accessibility standards. They gather feedback, recommend improvements, and collaborate with project managers and departments to deliver culturally relevant, high-quality events that meet organizational objectives and represent the GLT “Way of Life”.

Requirements

Associate or Bachelor’s degree in Hospitality, Event Management, Marketing, or a business related field preferred, but will consider years of experience
Experience supporting the planning, coordination, and execution of events, meetings, or projects
Ability to manage tasks, schedules, and event logistics while meeting deadlines
Strong organizational skills and attention to detail
Strong written and verbal communication skills and ability to work collaboratively with internal departments and external partners
Strong customer service skills and ability to interact professionally with attendees, Citizens, vendors, and stakeholders
Demonstrated knowledge of Native American culture or a willingness to learn
Proficient in Microsoft Office suite, including Teams, Word, Excel, PowerPoint, Outlook, and Publisher

Responsibilities

Plan, schedule, and execute Citizen celebrations, events, and meetings from concept through execution.
Manage meeting logistics, including room reservations, room setup, audiovisual needs, catering, accessibility accommodations, and signage.
Develop and maintain meeting schedules, agendas, and run-of-show documents in coordination with meeting hosts.
Coordinate venue requirements, vendor services, and on-site support to ensure events run smoothly.
Prepare meeting agendas and materials, manage attendee lists and name badges, and develop, coordinate, and distribute all required event materials, including onsite materials from relevant departments.
Provide on-site support during meetings, including setup, facilitation assistance, and breakdown.
Serve as a point of contact for Citizens, co-workers, event attendees, presenters, and vendors.
Coordinate with department leaders and presenters to ensure meeting objectives and logistics are clearly understood.
Support culturally appropriate protocols, hospitality, and community engagement practices.
Manage meeting invitations, RSVPs, attendance tracking, and follow-up communications.
Actively promotes events and encourages attendance through direct outreach, including personal phone calls, coordination with partners, and community engagement.
Support event communications by submitting communication requests for collateral development, coordinating on-site logistics, gathering content, and assisting with post-event summaries in collaboration with the Project Manager and Communications Department.
Coordinate and maintain the master events calendar to ensure accurate scheduling across departments and prevent overlapping events.
Track event related expenses and assist with budget monitoring.
Process purchase requests, invoices, and reimbursements in accordance with Tribal requirements.
Maintain records related to cultural presenters, vendors, and attendance.
Assist the Executive Director of Citizen and Community Experience with policy and procedure development.
Develop, manage, and distribute event invitations to internal stakeholders, ensuring timely communication and accurate tracking of responses.
Manage and communicate the department’s calendar with front desk staff.
Conduct research and compile data for meetings and presentations.
Maintain accurate and timely meeting minutes, documenting decisions, action items, and follow-up responsibilities related to event planning and execution.
Coordinate the purchasing of office supplies, equipment, and other materials to support departmental needs.
Ensure meetings comply with organizational policies, safety standards, and accessibility requirements.
Coordinate accommodations such as interpretation services, mobility access, and dietary needs.
Support risk management and emergency preparedness for meetings.
Gather feedback from participants and facilitators to improve meeting quality and efficiency.
Maintain documentation and standard procedures for recurring meetings.
Recommend improvements to enhance participant experience and operational effectiveness.
Work collaboratively with project managers, event managers, and other departmental staff to support larger events and initiatives.
Assist with community events as needed, including registration, hospitality, and logistics.
Coordinate vendors' contributions to ensure each delivers on time and as expected.
Assist cultural presenters with onsite needs.
Manages audience registration, interaction, and post event follow up.
Attend community events and Tribal departmental activities to ensure cultural relevance and alignment with the overall vision.