OFFICE AND EVENTS COORDINATOR

Part-Time, Up to 30 hours per week

ORGANIZATIONAL DESCRIPTION:
The Asian American Advocacy Fund (AAAF), a non-profit 501(c)(4) social welfare organization based in Norcross, Georgia, has an immediate opening for an experienced individual to join its team in the position of Office and Events Coordinator. The individual selected will report directly to the Operations Manager and will oversee day-to-day office operations, coordinate events, and provide assistance to program staff as needed.

POSITION OVERVIEW:
The AAAF seeks an Office and Events Coordinator to oversee the office’s smooth functioning, provide support to program teams in organizing events, and other responsibilities and tasks as assigned. The Office and Events Coordinator will work closely with our Operations Manager and interface regularly with AAAF staff. Given that this position is in-person at the AAAF office for four days a week, reliable transportation is essential to be considered for this role.

Responsibilities:

Office Coordination:
- Maintain the AAAF office, supplies, and equipment and while keeping track of inventory and purchasing office supplies and products as needed
- Check mailboxes and keep track of packages coming in, and sending off mail and packages as needed
- Maintain accurate records of invoices related to office-related and other program purchases
- Coordinate with building management to resolve any issues or concerns related to the office and respond to inquiries from staff regarding office management issues
- Act as the primary point of contact for office vendors and suppliers and maintain relationships with them
- Maintain office cleanliness and orderliness while encouraging staff to do their parts, and with support from the biweekly cleaning crew
- Greet visitors and answer phone calls and general informational emails

Event Coordination:
- Support the planning and execution of AAAF’s annual fundraiser – including coordinating logistics, managing timelines, and ensuring that all stakeholders are informed and involved
- Assist in the planning and execution of additional organizational events
- Maintain relationships with vendors and suppliers for events, negotiate contracts, and ensure that vendors meet all contractual obligations
- Assist with the development of event materials, such as printing and organizing event packets
- Maintain accurate records of event expenses and oversee event budgets to ensure that events are executed within the budget

Organizational Capacity Support:
- Collaborate with program teams to understand their event needs and develop event materials to meet those needs
- Purchase event materials, such as decorations and supplies, and coordinate printing needs
- Provide logistical support for events, such as running errands and coordinating with vendors
- Assist with the development of event budgets, including tracking expenses and ensuring that all event-related costs are accounted for
- Maintain accurate records of event materials, and maintain inventory to ensure that all necessary supplies are in stock

QUALIFICATIONS OF THE IDEAL CANDIDATE
The ideal candidate for this position is a highly organized and detail-oriented individual who can ensure that the office runs smoothly and events are executed flawlessly. You possess strong communication and interpersonal skills to collaborate with the program teams, vendors, and building management to coordinate office logistics and event planning. You have experience in managing office inventories and purchasing, and are able to maintain accurate records and track expenses. You are a team player, self-motivated, and adaptable to changing priorities to support the organization's overall mission.

Must Haves:
● A friendly and welcoming personality that can help create a positive work environment
● Strong organizational skills with an ability to multitask and prioritize responsibilities effectively
● Attention to detail and ability to maintain accurate records of expenses and inventory
● Strong communication skills
● Experience with event planning and coordination
● Reliable transportation and ability to be present at the office four days per week
● Commitment to racial equity and inclusion.

Nice to Haves:
● Experience with office coordination
● Familiarity with budget tracking and management software

EMPLOYMENT TERMS:
This position is being offered as part-time. There may be an opportunity for this position to become full-time after the 90-day probationary period.This is an in-person position based in Atlanta, Georgia.

Salary:
This position comes with a pay between $25-$27 an hour, dependent on experience.

Position Summary
Position: Office and Events Coordinator, Part-Time
Salary Range: $25-$27 per hour, Dependent on Experience
Start Date: Immediately
Apply By: Ongoing, Until Filled

To apply for this position, please send a resume and a cover letter to hiba@asianamericanadvocacyfund.org

Job Type: Part-time

Pay: $25.00 - $27.00 per hour

Benefits:

• Professional development assistance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Norcross, GA 30071: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Events coordination: 1 year (Preferred)
• Customer service: 1 year (Preferred)

Work Location: In person

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