In order to be considered for any vacancy within the Kickapoo Traditional Tribe of Texas, an application must be fully completed. If you are among the qualified candidates, you will receive a call or email from our Human Resources Recruiter to schedule an interview.
In House Only Applicants (Tribal Members and Employees currently working within a Kickapoo Entity)
Position: Events and Travel Coordinator Aide
Supervisor: Director of Enrollment & Tribal Services
Division: Tribal Administration
Department: Tribal Services
Responsibilities
Under general direction of the Tribal Services Director, assists Travel and Events Coordinator in performing coordination of events and travel for KTTT Tribal members and employees, according to applicable policies and procedures.
Essential Duties and responsibilities include the following:
Assist in coordinating travel requests for KTTT employees including requested airfare, car rentals, hotel reservations and other appropriate requests.
Assists in coordinating Tribal Member assistance including but not limited to airfare, car rentals, hotel reservations and other appropriate requests at any given hours approved by Tribal Services Director and/or Administration.
Assist in reviewing, monitoring and auditing travel requests and documents for adherence with Tribal policies and procedures
Assist in coordinating details for the Elders Pow Wow trip, which include but not limited to reserving lodging, charter bus, entry fees and submitting an itinerary for the travel.
Will act as a secondary point of contact for troubleshooting travel issues and working with Tribal Members and KTTT employees to ensure timely and safe travel, when the Travel and Events Coordinator is out on leave.
Assist in coordinating details of events along with administration such as conferences, organizational events, student events, charity events, holiday events, sales meetings, business meetings, employee appreciation events and elder events.
Assist in calculating event budgets in Spend Map and ensure they are adhered to.
Assist in booking talent, including musicians, bands, and disc jockeys.
Assist in ordering food and catering services from companies to prepare food for event.
Assist in developing meeting agendas, prepare and set up for events.
Assist in visiting venue, when applicable, to plan layout of seating and decorations.
Assist in scheduling speakers, and participants. Work with purchasing to schedule vendors.
Assist in coordinating and monitoring event timelines and ensure deadlines are met.
Assist in initiating, coordinating and/or participating in all efforts to publicize event.
Assist in developing and overseeing fundraising events.
Assist in negotiating and securing event space.
Must keep accurate track of all individuals attending Pow Wows.
Must keep an accurate track of all bookings (flights, lodging, registration and any other bookings) on a monthly bases.
Work with printer and designer to develop event invitations.
Assist in managing correspondence.
Assist in coordinating event logistics, including registration and attendee tracking, presentation and materials support and pre- and post-event evaluations.
Assist in keeping inventory of equipment, supplies, and materials, including backdrops, projectors, computers, and other display materials.
Relay information regarding pressing needs to appropriate department heads.
Availability 24 hours via cell phone regarding other tribal matters such as but not limited to death of a Tribal Member, Tribal Member illness.
Assist in reconciliation of monthly credit card statements.
Perform such other tasks as may be assigned from time to time by Tribal Services Director
Knowledge, skills and abilities for the position:
To perform this job successfully, and individual should have knowledge of Microsoft Office Suite software
Knowledge of administrative and clerical procedures.
Administrative ability.
Mathematics: Ability…