People and Community Business Office Coordinator - Hybrid

CSAA Insurance Group • Walnut Creek, CA

1d • Hybrid

About The Position

The People & Community Business Office Coordinator provides project, meeting and event planning support for programs of various levels for the People & Community (P&C) division. The right candidate will be highly motivated, detail-oriented, and able to coordinate multiple activities simultaneously, as well as ready to test and learn new event formats for both in-person and digital designs. Event types include town halls, quarterly business reviews, on-sites, function-specific events, and non-ELT AAA Federation meetings.

Requirements

• Associate’s degree in related area or an equivalent combination of relevant education and experience.
• 2+ years of experience in project coordination, event and meeting planning, event technology, hospitality, or other related experience.
• Proficient with virtual meeting platforms (Teams Meeting).
• Proficient with M365, including Teams, Outlook, Excel and Word.
• Strong PowerPoint skills.

Nice To Haves

• Experience supporting senior leaders and managing complex meeting logistics preferred.
• Experience producing virtual and hybrid events preferred.
• Strong organizational skills and attention to detail.
• Ability to balance several projects simultaneously.
• Able to work independently and as a motivated team player.
• Ability to react to change seamlessly and pivot while remaining focused on program goals and objectives.
• Ability to thrive in an environment of test and learn; approaching challenges with a focus on critical thinking, curiosity and opportunity.
• Strong customer service and hosting skills.
• Strong communication skills, including grammar, spelling, and punctuation to design, prepare, review and edit written communications.
• Demonstrated ability to exercise sound judgment and maintain confidentiality when handling sensitive information.

Responsibilities

• Provide logistical support, including day-of-event on-site coordination for key division-level events and virtual meetings in support of program lead.
• Support department-managed attendee engagement tools, including the facilitation of engagement activities and production of virtual events (e.g., screen share, music, spotlight, breakouts).
• Act as a community host on digital engagement tools; facilitate connections and assist attendees with technical issues.
• Provide day-to-day support of division meetings, including related communications, invitations, emails and surveys.
• Finalize agendas, gather materials (digital and physical) and create impactful and visually appealing PowerPoint decks for a variety of meetings, including People & Community board materials.
• Manage data for division events, including transportation plans, dietary restrictions, etc., while maintaining data integrity and security.
• Support department inboxes; communicates with key stakeholders within the company and outside, responding and/or routing communications promptly, clearly and with care.
• Manage division intranet/SharePoint sites and distribution lists as needed.
• Perform administrative tasks (e.g., invoicing, purchase requests) and assist on ad hoc projects, as needed.
• Acts as backup to the executive assistant for the division.
• Coordinate with others internally and externally, including IT, Building Services, Administrative Assistants and speakers.

Benefits

• Total compensation package
• Annual bonus eligibility for most roles
• 401(k) with a company match

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree