Job Summary: This individual will assist in the planning and implementation of conference and events with the core purpose of inspiring, educating, and engaging our attendees and increase attendance. The successful candidate will establish an effective pre and post-event follow-up process to gauge success and areas for improvement.
Reports to: Director of Conference and Events
Essential Job Functions:
Serves as liaison between vendors and organization staff in arranging conferences, training sessions, and conference hospitality suites.
Coordinate services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing, event security, staffing and volunteer requirements, vendors, etc.
Researches, evaluates, negotiates with, establishes, and maintains relationships with preferred vendors.
Compiles estimated cost models, submits final budget, tracks budget statistics, and prepares reports.
Assists in selection of meeting site and inspects to determine site suitability.
Assist in the negotiation hotel contracts to meet approved budget.
Sets up meeting schedule, organizes materials, reviews transportation itineraries, and books venues and services.
Organizes and oversees overall setup for all conferences and events including catering services and room and communication equipment setup.
Assist in the creation of internal and external promotional pieces.
Resolves on-site emergencies.
Travel to different venues for pre-event negotiations, the actual event, and post event evaluations.
Navigate and fully comprehend the relationships between all stakeholders to ensure maximum business value in events
Other Job Functions:
Analytical – Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
Design – Generates creative solutions; Translates concepts and information into images; Uses feedback to modify designs; Applies design principles; Demonstrates attention to detail.
Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in-group problem solving situations; Uses reason even when dealing with emotional topics.
Project Management – Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
Technical Skills – Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
Leadership – Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.
Quality Management – Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
Cost Consciousness – Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources.
Organizational Support – Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization’s goals and values; Benefits organization through outside activities.
Strategic Thinking – Develops strategies to achieve organizational goals; Understands organization’s strengths & weaknesses; Analyzes market and competition; Identifies external threats and opportunities; Adapts strategy to changing conditions.
Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
Dependability – Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals. Completes tasks on time or notifies appropriate person with an alternate plan.
Extreme attention to detail
Familiarity with bidding out contracts (tents, chairs, a/v needs, catering, etc.)
Ability to communicate verbally and in written form concisely with precision
Strong interpersonal and negotiating skills
Ability to work in a fast-paced environment and juggle numerous priorities
Available for evenings or weekends as needed for events and activities
Minimum Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
3+ years’ of experience in non-profit event planning
Experience planning and executing events with more than three thousand attendees
Bachelor’s degree in marketing or hospitality management or equivalent additional experience
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