Office Project Coordinator

$58,000 - $58,000/Yr

Snake River Stampede Rodeo Hdq - Nampa, ID

Full-time - Mid Level

Nampa, ID

About the position

The Office Project Coordinator plays a crucial role in supporting the efficient execution of projects for the Nampa Harvest Festival Association. This position involves managing administrative tasks, tracking project progress, and ensuring timely completion of various projects. The coordinator will work closely with the Executive Director, seasonal staff, and the Board of Directors, requiring strong organizational skills and the ability to handle multiple priorities simultaneously.

Responsibilities

• Provide support to the Board of Directors and their committees.
• Receive guests with a warm, professional demeanor, directing them to the appropriate meeting space and providing information.
• Answer, screen, and forward incoming calls, taking messages when necessary.
• Manage all technology services for day-to-day office usage and events.
• Work directly with the Committee Chair to implement and manage in-house badging system for Directors and Volunteers.
• Maintain accurate and timely records of sponsorships and sponsorship fulfillment inventory.
• Coordinate, manage, and execute multiple rodeo operations projects, including group dinners and other special events.
• Create and manage project timelines using Smartsheets.
• Develop and maintain Excel spreadsheets for various tracking and reporting purposes.
• Print rodeo credentials, marketing materials, and other print projects.
• Draft professional correspondence and reports.
• Assist the Executive Director with managing communication and timely follow-up on committee meetings.
• Develop content and distribute correspondence, memos, letters, and forms (via email, print, etc.).
• Identify potential project risks and issues, working with the Executive Director and Board of Directors to develop solutions.
• Prepare and maintain financial records with Quickbooks software, including timely reconciliation of accounts, processing accounts payable check runs, and maintaining accounts receivable payments and customer balances.
• Work closely with SRS accounting firm to ensure accurate accounting and reporting.
• Perform other duties as assigned by the Executive Director and Board of Directors.

Requirements

• 2 years of administrative experience
• Experience in event planning
• Proficient in Microsoft Office suite, particularly Excel
• Some experience with Smartsheets and Quickbooks or general accounting background preferred
• Excellent written and verbal communication skills
• Strong organizational skills and capacity to work both strategically and hands-on in high-pressure environments
• Excellent time management skills and ability to multi-task and prioritize work
• Demonstrated ability to work with the public or customer service experience
• Ability to self-start, work both independently and in a team setting
• Flexibility to work longer hours during peak rodeo periods

Nice-to-haves

• Knowledge of Adobe & Square software
• Knowledge of office management systems and procedures

Benefits

• Paid holidays
• Health insurance
• Dental insurance
• Paid time off
• Flexible schedule