Board and Events Coordinator

SUMMARY:

Reporting to the COO, this position will provide a broad range of high-level administrative services, board and executive support, and event coordination for Fort Worth Housing Solutions. The position will be the administrative point of contact for board members, will handle all facets of board and affiliate meetings, and will be responsible for agency-wide, internal and external meeting logistics. The position will support the COO with administrative tasks as needed and will handle highly confidential information requiring a work ethic founded in integrity.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.

Board Liaison

• Coordinates logistics and materials for Board of Commissioners meetings, including preparation of agendas, reports, and board packets; posting agendas and signage in compliance with the Texas Open Meetings Act; distributing board materials; taking notes of meeting activity; preparing and recording minutes of meetings; and distributing and recording executed resolutions for record retention purposes.

• Acts as liaison to board commissioners, coordinating meeting attendance, event participation, travel and training; manages and reconciles expenditures.

• Manages Commissioner memberships to industry organizations.

• Maintains Board of Commissioners website, ensuring all pertinent information is posted and available as needed.

Meetings and Administrative Support

• Creates and maintains an annual FWHS affiliate annual meeting calendar and coordinate organizational meetings as needed.

• Provides administrative support for the Barbara Holston Education Fund, including meeting coordination, development of the agenda, recording notes, preparation of minutes, and assistance with scholarship process and awards.

• Provides light administrative duties such as scheduling and digital filing for COO as needed.

• For agency-wide and certain other recurring meetings, ensures rooms are set up correctly, coordinates technology needs with IT, and orders food as needed.

Events and Hospitality

• Working alongside the Director of Executive Affairs and Internal Resources, coordinates logistics for agency-wide events including but not limited to Mid-year Meeting, annual Staff Retreat, End-of-Year Meeting, and annual Leadership Retreat.

• Working alongside the Director of Executive Affairs, coordinates logistics for external events such as groundbreakings and grand openings.

• Conducts regular assessments of main office building to ensure a welcoming, clean and attractive environment is maintained.

• Manages inventory of supplies in kitchens, break rooms and supply cabinets and orders replacements as needed.

Other duties as assigned.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION, EXPERIENCE, LICENSES, AND CERTIFICATIONS:

• Bachelor’s degree in business, management, public administration, or related field (an equivalent combination of education and experience may be considered.)
• Minimum of five (5) years of experience in an administrative or project coordination/management role, with increasing responsibility.
• Previous experience in administration of board activities or previous public housing, municipal or government administration is strongly preferred.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong attention to detail, organization skills, and the ability to manage time to accomplish required tasks

• Excellent communication skills, both in writing and orally

• Above average analytical and reasoning skills

• Ability to work well alone with minimal supervision and work well with a team when needed

• Ability to proactively prioritize tasks and assignments, and to follow through with completion of work within timeframes provided

• Ability to establish and maintain effective and courteous relationships with other employees, executive leadership, and external business contacts

OTHER REQUIRED QUALIFICATIONS:

• Employee must consent to and pass a criminal background check.

TECHNICAL SKILLS:

• Above-average abilities using the Microsoft Office Suite of Products including Microsoft 365 programs such as Teams.
• Ability to learn other computer software programs as required for the position.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, stand, walk, operate a computer and other office equipment, attend onsite and offsite meetings, and communicate in writing and verbally in person and via video conference, email, and phone.

While the work is primarily sedentary, walking, standing, bending, and carrying items such as books, binders, files, and documents is required. The employee must occasionally lift and/or move up to 25 pounds.

The noise level in the work environment is usually quiet.

TELEWORK:

Following a probationary onboarding period, this position is eligible for part-time teleworking, subject to the need for physical attendance, as directed by the employee’s supervisor, or required by the circumstances.