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About the Role

Be part of a team that values connection, accountability, and real impact. Access's Culture Playbook is how we show up for each other and for the people we support. You’ll be part of a team that is clear about expectations, supportive and accountable, and focused on outcomes that matter to people, committed to helping people live the healthiest and fullest lives possible while ensuring our staff can do the same.

Responsibilities

Provides administrative, logistical, and on-site support for learning, community, and professional development events.
Assists with event timelines, records, communications, materials, vendor coordination, and follow-up activities.
Supports the preparation and delivery of internal or third-party A:CE hosted events.
Maintains accurate event coordination details, assists with attendee and communication, and helps ensure tasks are completed on schedule.
Supports the effective delivery of onboarding, training, and organization-wide learning initiatives.
Provides logistical and administrative support by coordinating schedules, rooms, technology, materials, refreshments, vendor arrangements, participant communications, registration, attendance tracking, and on-site event needs.
Collaborates with the Team to support curriculum development, facilitation, stakeholder engagement, eLearning resources, and Learning Management System administration.
Coordinates administrative and logistical details for professional, community, development, onboarding, and training events.
Maintains event calendars, workplans, timelines, checklists, contact lists, registration records, and shared files; monitors assigned deadlines and follows up with responsible parties.
Coordinates event scheduling and space reservations, including room assignments, layouts, capacity requirements, accessibility considerations, and setup and breakdown needs.
Coordinates technology and audiovisual requirements for in-person, virtual, and hybrid events; conducts routine checks and engages appropriate technical support.
Prepares, organizes, and distributes event and training materials, including agendas, handouts, presentations, signage, name badges, certificates, evaluations, and participant resources.
Coordinates approved arrangements with caterers, venues, facilitators, speakers, printers, rental companies, and other vendors; obtains quotes and confirms delivery details.
Prepares purchase requests, invoices, payment documentation, and expense records for review and approval and assists with tracking event-related expenditures.
Creates and sends approved invitations, confirmations, reminders, directions, and follow-up communications to participants, presenters, vendors, and other stakeholders.
Manages participant registration, waitlists, cancellations, attendance records, sign-in processes, and routine event inquiries; escalates exceptions or concerns.
Provides day-of-event support, including room setup, registration, presenter and participant assistance, materials distribution, refreshments, schedule monitoring, troubleshooting, and breakdown.
Assists facilitators, presenters, program leaders, and other stakeholders with scheduling, session preparation, resource requests, and event-day needs.
Maintains accurate event coordination information in designated systems and prepares routine attendance, participation, expense, and event activity reports.
Collects participant evaluations and stakeholder feedback, compiles results, and documents operational opportunities for future events.
Completes post-event activities, including acknowledgements, record updates, supply returns, invoice follow-up, file organization, and archiving of final materials.
Maintains event supplies, equipment, inventories, and storage areas and identifies replenishment or maintenance needs.
Represents A:CE and the organization professionally when interacting with employees, community members, program partners, presenters, vendors, and guests.
Safeguards confidential participant, employee, third-party payment, and organizational information and follows applicable policies and department procedures.
Performs other related administrative, logistical, and event-support duties as assigned.
Works collaboratively across departments; participates in required meetings and training; follows agency policies, procedures, confidentiality standards, and safety practices; and provides coverage or assistance for event, learning and professional development activities as assigned.

Requirements

Working knowledge of event logistics and the ability to organize multiple details, deadlines, and records accurately.
Strong administrative, customer service, written communication, and interpersonal skills.
Ability to follow established plans, use sound judgment within assigned responsibilities, and seek guidance when decisions or exceptions require approval.
Ability to interact professionally with employees, vendors, customers, guests, and community members.
Strong attention to detail, data-entry accuracy, follow-through, and file organization.
Ability to manage changing priorities in a deadline-driven environment and work independently on assigned tasks while contributing effectively to a team.
Must be capable to sit or stand in front of a computer for long-periods of time.
Can navigate around event space, while planning and organizing.
Must be able to design, place and relocate event equipment, materials, products being used at the events.
Able to work in open space floor plan.
Must be capable to move throughout work day.
Work alongside co-workers within 3 feet.
Must be able to move in tight spaces.
Occasional lifting of > 25+ pounds.

Skills

Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
Ability to learn online communication tools, monday.com, Dayforce learning, etc.

Location

New Windsor, NY

Work Type

40 hours per week
Flexibility required based on agency needs
Occasional evenings or weekends
Travel locally as event schedules require

Experience Level

Two years of experience providing lead customer service supervision, event planning, fundraising, or marketing related tasks.

Education Level

Associate degree in event management, hospitality, communications, marketing, business, nonprofit management, or a related field preferred.
A high school diploma or equivalent and relevant experience may be considered in place of a degree.

Salary/Compensations

$24.03-$26.44 per hour

About the Company

Be part of a team that values connection, accountability, and real impact.
At Access, our Culture Playbook isn’t a poster on the wall – it’s how we show up for each other and for the people we support.

Equal Opportunity

An Equal Opportunity Employer, including disability and Veterans