Advance & Logistics Coordinator

3 weeks ago

Shawnee, United States State of Kansas Full time

Employment Benefits

: First day of employment coverage under the State Employee Health Plan (SEHP) for medical and prescription drug coverage and dental plan. Additional voluntary options including vision, hospital indemnity, accident and critical illness insurance plans and flexible spending accounts. SEHP members and their covered family members have access to the HealthQuest Health Center at 9th and Kansas Avenue in Topeka for in person and virtual health care services. Sick & Vacation leave Work-Life Balance programs: parental leave, military leave, jury leave, funeral leave Paid State Holidays (designated by the Governor annually) Employee discounts with the Retirement and deferred compensation programs

Visit the Employee Benefits page for more information

Position Summary:

Advance and Logistics Coordinator

The Advance and Logistics Coordinator (the “Coordinator”) supports the Governor’s Office in producing consistent and well-organized events. The Coordinator is responsible for providing the day-to-day logistical management of events requested by various departments in the Governor’s Office (Governmental Affairs, Communications, etc.). They will assist with all events for the Governor and be the primary source for event management.

The Coordinator is based in the Governor’s executive offices in the statehouse, Topeka, Kansas, and reports directly to the Director of Operations.

Core Responsibilities

Manages all event logistics including venue, technology and equipment, catering, run of show memos and briefing materials for the event. Tracks multiple events, keeping the Operations, Scheduling, Communications and other relevant departments informed of the ongoing and upcoming needs. Oversees all event assembly and disassembly, to make sure that the needs and requirements of the Governor for such event are in order. This includes conducting preliminary and final site inspections. Collaborates with and provides support to the Governmental Affairs (“GA”) team on legislative relations with respect to GO and external events, bill signings, page photos, and other events where legislators or key stakeholders are invited to participate. Incorporates page information into the Governor’s calendar, collaborates with page coordinators and legislators to organize daily page phots and distributes pictures. Collaborates with the Scheduling and Communications teams to ensure that events are aligned with the Governor’s availability and all relevant information in terms of talking points, remarks, etc. are finalized with any briefing memos or run of show memos for the Governor in a timely manner. Attends weekly scheduling meetings to provide insight into planning for events currently on the schedule and assist with the identifying of future events that the Governor will participate in.

Core Expertise

Highly organized with a strong attention to detail. Responds appropriately to direction. Displays high level of initiative, effort, and commitment towards completing assignments efficiently. Can work with minimal supervision. Exhibits confident decision-making, interpersonal, oral, and written communication skills and capable of navigating governmental entities and external stakeholders. Adapts behavior and work methods in response to new information, changing conditions and unexpected obstacles and is open to change and new information. Possesses the ability to work well under pressure and balance multiple tasks of high priority and willingness to collaborate across departments. Displays high standards of ethical conduct, exhibiting honesty and integrity, maintains confidentiality.

Travel

This position does not require regular travel. However, some local, in-state, or regional travel individually may be required. Travel of this nature may occur in official state vehicle(s) and/or executive aircraft and typically concludes within the same business day, as practical. Some out-of-the-area and overnight travel may be required but is not anticipated.

Education and Experience

Bachelor’s degree in a related field, preferred but not required. One (or more) years of relevant experience Comfort and experience working with multiple stakeholders, including high-ranking officials.

As part of standard hiring process for new employees, employment with the Kelly-Toland Administration will be contingent upon successful completion of a background check and a state-law required drug test.

Work Environment

This role routinely uses standard office equipment such as computers and phones. While performing the duties of this job, the employee is regularly required to communicate with the public, staff, and other employees. With the requirement of the Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act of 1973, as amended, the State of Kansas must provide accessibility to any person with a disability who is qualified for the position. Additionally, any accommodation to a person’s disability would also be required. Additionally, it should be expected that people with disabilities will come to the office and commission meetings and those facilities should be accessible. Documents that are meant for public circulation should be available in large print, Braille and electronically on site.

The Governor’s office maintains an official workday of 8:00 AM to 5:00 PM, Monday through Friday. However, this position is expected to be accessible 24-hours a day and may be required, occasionally, to work long hours, nights, or weekends.

The Coordinator is an unclassified state employee.

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