Queen of Americas Coordinator

Job Description

POSITION TITLE:

Queen of Americas Coordinator

DEPARTMENT:

REPORTS TO:

President and CEO

FLSA STATUS: EXEMPT

• Responsible for all financial aspects of the organization including but not limited to processing of donations, deposit checks, maintaining Guild checkbook and pay for services and items, maintaining Paypal account for website payments, calculating and pay yearly Illinois Sales & Use tax
• Mailing holy card orders as received from website store and phone orders
• Maintaining Guild database – enter all donations and purchases, update mailing addresses
• Maintaining Guild website using Word Press, with assistance from Greencloset Creative, as needed.
• Prepare and assemble monthly membership mailings to ask for yearly membership fees
• Create new holy cards, source artwork, and work with PPP Imaging to get them designed and printed
• Maintaining IContact account for online inquiries and database building
• Overseeing banking and investment account statements
• Working with DHJJ to provide financial information for preparation of non-profit tax return
• Working with Mexico attorneys and Caritas Mexicana to facilitate Guild's future use of formerly held Mexico property

• Preparation of annual newsletter
  • Requesting articles from board members
  • Source appropriate information regarding Our Lady of Guadalupe
  • Writing additional articles as needed
  • Editing all articles, as needed
  • Source and edit all photos, including cover
  • Working with Greencloset Creative to create, edit, and approve layout
  • Determine collateral mailing materials needed and order
  • Providing mailing list and collateral materials to mailing house

• Working with Cardinal Burke to determine dates, theme, and appropriate speakers; invite and confirm as he suggests. Schedule Guild board meeting according to his schedule.
• Working with speakers to assist with travel plans and reservations, audio visual needs
• Developing conference schedule and budget
• Working with outside and in-house Shrine catering to determine menus and service details
• Working with hotel to secure room block and provide rooming lists
• Design and order conference brochure and poster
• Create and upload website information and registration pages
• Advertising conference through our website, church mailings, shrine and other resources
• Setting up conference registration worksheet, take reservations, process payments
• Preparing and print conference program
• Preparing conference supplies – nametags, meal tickets, welcome packets, etc.
• Packing all items required at conference welcome table, attend conference weekend in La Crosse, check in all registrants and help with their needs and questions
• Preparing items needed for annual Guild Board meeting, including agenda and financial statements from DHJJ.

• Excellent Interpersonal Communication Skills
• Exceptional organization and time management skills
• Event planning experience is a must
• Ability to handle change
• Ability to travel to annual conferences.

• Expertise in Microsoft Office Suite
• Bilingual in English and Spanish a plus
• Experience with writing newsletters
• Experience with Charitable Organizations

• High School Diploma or Equivalent

• 3-5 Years Experience in a related field such as Administration, Office Management, Charitable Organizations

Come work for a dynamic company in a thriving field. We strive to have happy, engaged employees at all levels.

• 401K Matches
• Profit Sharing Bonuses
• Company Celebrations

Come join the fun.