Apply on Employer Site

The Management Trust · 2 days ago

ACTIVITIES DIRECTOR (Events Coordinator)

Olympia, WA

Full-time

Onsite

Entry, Mid Level

$23/hr - $25/hr

1+ years exp

The Management Trust is a community association management company that believes in building and maintaining communities with integrity and support. The Activities Director is responsible for providing exceptional customer experiences at events, managing event logistics, and ensuring compliance with governing documents and policies.

Real Estate

Responsibilities

Respond to daily phone calls, email, and correspondence from homeowners and Board members

Schedule, plan, and organize activities and events; Community, Committee and Clubs, Groups & Activities (CG&A)

Serve as Management Liaison for committees

Manage lodge scheduling of all events and activities – Manage through Google calendar, Website calendar, and Outlook calendar as needed; coordinate with the Fitness Director, Committees and CGAs based on JCA Priority of Use Guidelines

Manage the design and implementation of all Lodge event materials, including but not limited to website, fliers, tickets, programs, and sign-up sheets

Oversee the posting of all event media at the Lodge and on the JCA website

Organize and distribute the biweekly ‘E-mail Blast’ to the JCA membership

Supervise the review of monthly Connection Magazine (CM) proof and calendar; work with Connection Magazine Volunteers to submit articles as needed

Engage & Manage event vendors and service providers as point of contact for the Association

Coordinate all room set-up/breakdown, sounds & lighting, and the need for additional janitorial services in coordination with Maintenance & Lodge Manager

Train and supervise volunteers when appropriate

Direct communication & training with support staff on JCA, CGA, and committee event and process logistics

Other duties and special projects as assigned

Engage and manage JCA and CGA vendor/provider contracts; Oversee purchasing and reimbursement process in coordination with the JCA staff

Manage the creation, implementation & maintenance of a stand-alone JCA yearly events calendar

Maintain allocated JCA events budget utilizing current guidelines

Attend JCA events as needed during the calendar year

Provide administrative and event support to the committees; schedule and attend meetings as necessary

Work with committees to maintain charter goals, support committee standards & organizational initiatives

Coordinate with committee Treasurers or designee during budget preparation process; assist with allocating and managing funds for events

Participate in post-event evaluation process

Manage CGAs process & procedures, including but not limited to assisting with the formation of new CGAs; scheduling Lodge space and coordinating calendar and event timelines

Create, maintain, and implement CGA process paperwork including guidelines for BOD approval and process paperwork

Assist with the review of the CGA budget process on an ongoing basis

Maintain CGA contact lists and Lodge use agreements

Qualification

Event CoordinationCustomer ServiceCommunication SkillsConflict ResolutionDependabilityHigh School DiplomaOffice Equipment ProficiencyTeam PlayerAdaptability