Guest Experience Coordinator

Focus on the Family•Colorado Springs, CO

9d•Onsite

About The Position

The Guest Experience Coordinator position exists to serve as the primary point of contact for more than 150 radio and podcast guests annually, managing most of the scheduling, communications, hospitality, travel, itineraries, VIP planning, recording-day support, reimbursements, and other post-recording follow-up. In addition, this position provides executive administrative support to the VP, Audio including calendar management, email monitoring, travel planning.

Requirements

Associate’s degree or equivalent experience required.
Minimum 3-5 years of progressively responsible experience in executive administration, hospitality, guest relations, ministry operations, event coordination, or related environments.
Experience supporting senior leadership strongly preferred.
Thorough understanding of Focus on the Family mission, philosophy, values, and objectives
Exceptional interpersonal skills
executive-level discretion
hospitality orientation
advanced organizational skills
calendar management expertise
communication proficiency
project coordination
financial processing accuracy
emotional intelligence
independent judgment
ability to manage competing deadlines and represent ministry leadership professionally.
Adheres to FOF principles of stewardship by using time and available resources efficiently

Nice To Haves

Bachelor's degree preferred.

Responsibilities

Serves as single point of contact; coordinates guest scheduling; prepares itineraries; collect bios, headshots, consent forms; maintains guest files and VIP Registry; arranges hotels, travel and meetings; hosts guests on campus; coordinates refreshments, green room arrangements, makeup schedules, guest appreciation gifts; processes reimbursements and close-out activities; problem-solves and serves in other capacities as needed.
Manages VP calendar; schedules recurring meetings; monitors executive email; prioritizes requests; coordinates travel; prepares itineraries, briefing materials, reports and correspondence; processes approvals; interfaces with Executive Offices and Office of the President; interacts and coordinates with Legal, Guest Relations, Events, Family Ministries, Facilities, Security departments and more; maintains confidential information.
Coordinates devotions, Lunch and Learns, Chief of Staff presentations, department events, room reservations, catering, AV support, annual planning calendars, and conference scheduling.
Processes invoices, Concur expense reports, reimbursement requests, expense reconciliations, delegated approvals, timesheets, and leave requests.
Coordinates incoming correspondence, maintains contact databases, supports ministry initiatives, recognition programs, and special assignments.
Processes physical and electronic mail; monitors broadcast suggestions; maintains Outlook calendars; maintains Executive Cabinet calendar updates; manages VPs studio calendar, manages complex guest schedules; arranges hotel accommodations; prepares travel documents and folders; registers for events; reconciles travel card expenses; maintains guest archive files; produces draft and final itineraries; coordinates NRB and other event attendance scheduling; maintains guest thank-you tracking; verifies hotel and makeup artist invoices; coordinates birthday recognitions; maintains hospitality inventory; supports recording-day operations for hosts, and for guest(s) from arrival through departure ,approvals, reporting, executive coordination, and other departmental administration.
Assists with vice president’s schedule, supporting his studio work, arranging meetings, and interacting with industry professionals
Initiates and manages VP’s T&E reimbursement and follow-up
Interacts with departmental staff about accounting, budget, and other regular procedures
Determines prioritization of various requests for VP’s time
Schedules guests for departmental devotions
Arranges for team times, including room reservation and food (if required)
Helps VP with Christmas correspondence
Performs other duties as assigned