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Administrative Assistant & Program Coordinator

Administrative Assistant & Program Coordinator

Image Services StaffingHampton, Virginia
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Administrative & Program Coordinator

Immediate Need in Hampton

Experienced Required in Job Duties

Hours 8 : 00 - 5 : 00 M-F

Submit Desired Salary / Excellent Benefits Upon Hire

Temp-to-Hire

Position Summary :

Reporting to the Deputy Director, the Administrative and Program Coordinator will provide essential administrative and programmatic support for Coliseum Central. This role involves organizing committee meetings, supporting event logistics, supporting vendor relationships, and ensuring the smooth operation of the district’s programs and services.

Administrative Support :

  • Prepare and distribute meeting agendas, minutes, and other materials for committee and board meetings.
  • Maintain and update committee rosters, attendance records, and other organizational files.
  • Manage scheduling, reminders, and follow-ups for board and committee meetings, and general office calendar.
  • Ensure the organization’s shared drive is up to date and accessible.
  • Coordinate all organizational meetings, including ordering and overseeing food delivery, and ensuring proper room is set up.

Program and Event Coordination :

  • Assist in the coordination of district events, including planning, promotion, and logistics.
  • Organize meeting logistics, including catering and venue arrangements.
  • Track and assist with sponsorships, grants, and project timelines.
  • Utilize reports from Placer.ai to compliment sponsorship benefits and reports in order to secure additional funding and / or support sponsorship requests.
  • Prepare the monthly newsletter for mailing and distribution (i.e. printing, bulk mail preparation).

    • Vendor and Operational Support :

  • Support with vendor payments and billing package preparation.
  • Coordinate administrative support for event operations, the district Billboard program, and project management.

    • Community Engagement :

  • Serve as a point of contact for district businesses and stakeholders.
  • Provide information, resources, and support to businesses and residents within the district.
  • Respond to inquiries from community members and stakeholders.

    • Skills and Qualifications :

  • Bachelor’s degree in business administration, Event Management, or related field (or equivalent experience).
  • 2-3 years of experience in administrative support, event coordination, or program management.
  • Strong organizational skills and attention to detail.
  • Proficiency in Microsoft Office (Excel, PowerPoint, Word), Google Drive, and Zoom. Experience with graphic design tools (e.g., Canva, Adobe Creative Suite) is a plus.
  • Excellent communication and interpersonal skills.
  • The ability to manage multiple tasks and meet deadlines efficiently.
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    Assistant Program Coordinator • Hampton, Virginia