Special Events Coordinator
Location
Garmisch Partenkirchen | Germany
Job description
ABOUT THE ROLE
ProfessionLX specializes in professional services where we engage our employees to empower them to excel for our customers. We are currently seeking fulltime Operations Support Specialist candidates to join our team in support of the George C. Marshall Center Garmisch Germany. This position will serve as the central clearinghouse and primary aggregator of details for organizational events/conferences . The successful candidate will have at least 3 years relevant experience supporting event management and office administration. Fluency in English is required; proficiency in German is a bonus.
WHAT YOU WILL DO
- Provide operations and administrative support to the process of tracking and executing organization programs including tracking event attendees. Track Event Building Templates (EBT) generated via SharePoint or other Governmentdirected site and aggregate for incorporation into the GCMC Annual Program Plan process. Assist in the generation of event registration to allow updates to the database. Coordinate and track responses for requests for information (RFIs) as necessary from European Command (EUCOM) Central Command (CENTCOM) and the Embassy Security Cooperation Officers (SCO) regarding execution of approved events schedule changes and status of AfterAction Reports (AARs)
- Submit completed AARs per guidance. Aggregate information for additional reporting requirements to Government agencies as requested.
- Ensure essential event scheduling and planning information from the Operations Calendar is properly reflected on the GCMC s Outlook calendar in accordance with GCMC policy
- Track the preparation of AfterAction Reports (AARs) by event and ensure proper distribution to all team leads respective country desk officers
- Provide Logistics and Resource support for action as necessary based on key decisions by Program Managers and the timing and nature of upcoming events. Assist in answering RFIs regarding the scheduling and rescheduling of events identities of and changes to travelers in support of events and pertinent issues associated with event facilitation.
- Assist Operations Staff as necessary with coordinating nonevent travel.
- Identify potential obstacles to event execution and propose courses of action for resolution.
- Provide reports on the execution and budgetary status of programs in cooperation with Program Managers Resource Specialists and the GCMC s Resource Management office
- Support efforts to ensure responsible spending and assist with an accurate projection of budget execution. In facilitation of this process maintain the running expense tally in the Operations calendar.
- Provide social media and web site content management by editing and posting content provided by Program Managers. Specific tasks include proofreading and uploading of articles or other social media announcements. Web content shall be based on event summaries and afteraction reports generated by program managers.
- Provide administrative support during periods of peak execution to traveling permanent staff and speakers to ensure event objectives are met. This includes ensuring registration data of individuals is accurate collecting and updating attendee travel requirements and inspecting vouchers to ensure they are completed correctly and submitted on time.
- Maintain liaison with the supply office to ensure that basic office supplies are available to the staff; submit supply requests.
- Facilitate communication in the common language of English between speakers and readers of different languages due to the multinational aspect of the mission.
- Maintains a continuity record of duties timelines and stepbystep processes that describes all Contractor functions.
Requirements
YOUR SKILLS AND EXPERIENCE
- Proficient using the following Microsoft products: EXCEL WORD POWER POINT and TEAMS. Must be able to perform database input and update functions.
- At least 3 years experience drafting correspondence and preparing written materials such as equipment status reports after action reports expenditure reports supply requests budget reports and personnel reports.
- At least 3 years experience as an operations specialist office manager or like experience.
- Must be familiar with the countries and dynamics of the Eurasia area of responsibility with experience in the region. Experience working in an international environment particularly in organizations such as an Office of Defense Cooperation Office of Military Cooperation Defense Attach Office or the Marshall Center is preferred.
- Fluent in English reading writing and speaking.
- The ability to facilitate communication in English between speakers and readers of different languages.
YOUR EDUCATION
Qualifications Able to read, comprehend, write and speak English fluently Have strong written and oral communication skills Be able to plan efficiently and organize, communicate, and manage diverse program requirements Have basic computer skills, working knowledge of MS Word, Excel, Publisher, PowerPoint, and Adobe Acrobat Ability to navigate web and social media sites and perform Internet searches Candidates must not be a current employee of the US Government
Job tags
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