Events Coordinator/Administrative Assistant - Iowa Cattlemen’s Association

The Events Coordinator/Administrative Assistant works under the general supervision of the Chief Executive Officer in coordinating events, meetings and outings related to ICA and its staff. The position requires one to use independent judgment, perform various clerical and administrative duties for the Chief Executive Officer and perform various clerical duties in acquiring, processing and maintaining assorted information and materials related to an administrative function. Event planner for the ICA Annual Meeting, Beef Masters Open Golf Tournament and other statewide activities/events. The position also maintains an accurate accounting of all policy developed for the betterment of ICA and its members. ESSENTIAL DUTIES AND RESPONSIBILITIES The following duties are normal for this position. These are not to be construed as exclusive or all inclusive. Other duties may be required and assigned.

  1. Coordinate major events for the Iowa Cattlemen’s association including but not limited to ICA forums, conferences and strategic fundraisers. Includes helping to solicit sponsorship dollars, contacting speakers, compile large amounts of correspondence, arrange lodging for the event, creating standard operating procedures, agenda outline, registration form, sponsorship listing and trade show listing for the Iowa Cattleman magazine, signage, coordinate annual business meetings, coordinate hours and layouts for events and trade shows, assign meeting room locations and setups, coordinate meal functions, prepare financials, and publicity/promotion of event.
  2. Coordinate ICA Beef Masters Open Golf Tournament. Includes helping to solicit sponsorship dollars, solicit producers/agri-business members for golfing, solicit door prizes and items for goodies bags, compile large amounts of correspondence, work directly with golf course on hours and set-up for event, coordinate meal functions, prepare financials, publicity/promotion of event.
  3. Help with coordination of other statewide and national events as required, such as Young Cattlemen’s Leadership Program, NCBA Young Cattlemen’s Conference, etc.
  4. Perform secretarial duties for the Chief Executive Officer with regards to ICA, Iowa Cattlemen’s Foundation, and other miscellaneous groups as deemed necessary.
  5. Prepare and compile communications to the ICA Executive Committee and Board of Directors, national organizations, allied industries, and other miscellaneous communications as deemed necessary.
  6. Arrange lodging/meals for Executive Committee, ICA Board of Directors, and other miscellaneous meetings as deemed necessary.
  7. Maintain and update approved legislative policies, prepare and compile minutes and correspondence for Committee meetings, type policies and finalize IBIC/ICA annual meeting report at Convention. Prepare and compile yearly ICA Policies booklet and various other miscellaneous communications as deemed necessary. Iowa Cattlemen’s Association Events Coordinator/Administrative Assistant 2
  8. Maintain records for President’s Council and assist with mailings and planning events.
  9. General office administrative duties to include ordering office supplies, and overseeing office equipment and building maintenance needs. B. Other Related Functions:
  10. Responsible for keeping the pop and vending machines filled.
  11. Back-up Receptionist when deemed necessary.
  12. Pick-up and distribute incoming mail in the mornings and afternoons on an every other month basis.
  13. Assist with planning of ICA staff outings.
  14. Assist other employees with mailings, data entry and related work as needed. SUPERVISORY RESPONSIBILITIES This job has no supervisory responsibilities. QUALIFICATIONS The Events Coordinator/Administrative Assistant should possess personnel management talents, and understanding of administrative procedures, an ability to effectively work with people, and an ability to communicate well both in verbal and written form. Individual should possess the ability to prioritize work, make decisions, select appropriate work procedures, analyze problems, take initiative within the boundaries of the position and possess good organizational skills. Individual must be able to deal with stress and meet physical and mental demands of the job. EDUCATION and/or EXPERIENCE 1-4 years of background, experience or education in events management and administrative support. Knowledge of general office practices/procedures and knowledge of human relation skills. Computer skills in data entry, Word, Access, Excel and knowledge of various computer applications is helpful. Knowledge of the current computer applications ICA uses is beneficial. Individual should be willing to work overtime to complete assignments if needed. LANGUAGE ABILITY Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and group situations. COGNITIVE DEMANDS Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.