Job Description
Job DescriptionSalary:
About the Company
Strategy Management Group (SMG) offers consulting, training, and professional certification services globally, specializing in strategy development, strategic planning, balanced scorecard, performance measurement and management, and strategy execution. Recognized through our Balanced Scorecard Institute and KPI.org brands, SMG serves commercial, government, and non-profit organizations around the world. With a client-focused approach, rigorous methodologies, and a team of skilled professionals, we have consistently delivered exceptional results for our clients, for over 25 years.
Position Overview
We are seeking an administrative coordinator to support our training and conference event planning teams. In this role, you will coordinate administrative, logistical, and marketing support for both online and in-person training and conference programs, domestically and internationally, including communication with potential customers, course participants, instructors, partners, and vendors.
Responsibilities include researching and coordinating all aspects of public and on-site workshops, coordinating printing, production, and assembling of course workbooks and other materials, scheduling, reserving space, technology support, catering, travel arrangements, calendar management, and other logistical details for both virtual and onsite programs and meetings. The candidate will also support conference planning, assist with holiday planning, and help coordinate the BSI Award for Excellence.
The ideal candidate will be fluent in both English and Spanish and be able to support customer interactions and program delivery in both languages. As part of a small company, you will also be expected to assist technical professionals and the executive team on administrative matters, assist the conferencing team with planning and occasional onsite management, manage product fulfillment and shipping for website orders, provide logistical support for traveling instructors and consultants, contribute to marketing efforts for training programs, assist in planning office events (such as holiday gatherings), and collaborate with other departments, including finance, marketing, business development, conferencing, and service teams.
This hybrid role requires a presence in the Cary, NC office approximately 2-3 days per week.
Responsibilities
Responsibilities include:
- Provide administrative support for training programs delivered by BSI/SMG, both directly and through international partners across regions including the Middle East, the UK, Africa, the Caribbean, South America, Asia Pacific, Europe, and other locations where BSI/SMG operates
- Maintain online training schedules and registrations
- Maintain comprehensive training records, including participant lists, schedules, and attendance sheets, and manage online registration for workshops
- Handle telephone, email, and online HubSpot chat inquiries, directing them as appropriate
- Coordinate event logistics, including booking venues and organizing classroom setups
- Prepare and distribute materials, such as nametags, notebooks, course content, instructional notes, and feedback forms
- Serve as the primary point of contact for potential customers, vendors, and program participants
- Manage accounts receivable, invoice participants and training partners, working with the finance manager to ensure timely payment of invoices
- Coordinate and oversee the assembly of workbooks and other training materials
- Ensure timely shipping of materials to workshops, both domestically and internationally
- Reconcile course expenses and provide financial data to the finance department to track training program performance
- Handle shipping through UPS, FedEx, DHL and other shipping businesses, both locally and globally
- Manage inventory of training materials and products, including books and other resources
- Arrange domestic and international travel for employees and contractors, including handling visa requirements and using online tools or travel agencies
- Submit detailed reports on training activities and outcomes
- Recommend improvements or propose new programs and processes to enhance offerings
- Fulfill product orders by packing and shipping items, such as books and other merchandise
- Manage day-to-day functions in the office (getting/sorting mail, opening/closing, etc.), coordinating with the building property manager as needed
Skills and Qualifications
Required skills and qualifications include:
- Proven experience as a Training Coordinator, Administrator, Event Planner, Executive Assistant, or similar role
- Solid understanding of office procedures and billing practices
- Proficiency in MS Office and online communication platforms such as Zoom and MS Teams; familiarity with Learning Management Systems (LMS) and online tools like Miro or Mural are a plus
- Comfort with learning new online systems, such as CVENT, travel software, expense management, HubSpot, shipping sites, and other online activity
- Excellent organizational skills with the ability to multitask effectively
- Strong communication skills, both written and verbal
- Exceptional attention to detail
- Strong technical aptitude, particularly with social media and other digital tools
- A BS/BA in Business or a related field is preferred
- Fluency in both English and Spanish is highly desirable
- Ability to occasionally lift as much as 45 pounds
- Must be available to occasionally work extended hours as needed
Supervision
This position reports to:
- The Director of Training