Event Coordinator

Position Summary

The Event Coordinator position is an exempt position under the supervision of the Chief Operating Officer. This role is essential for the successful planning and execution of various organizational events, including conferences, meetings, and special initiatives. We are seeking a motivated, highly organized, and detail-oriented individual who thrives in managing multiple projects simultaneously.

Major Duties and Responsibilities

The Event Coordinator is responsible for the strategic planning, management, and seamless execution of the organization’s international annual conference and various special events, ensuring a high-quality experience for all members, participants, and stakeholders.

Annual Conference and Special Event Planning and Coordination:

• Strategically plan, organize, and oversee all aspects of the international annual conference and special events, from inception to execution, ensuring that events align with organizational goals and enhance member and participant engagement.
• Develop comprehensive event agendas and manage logistics for exhibitors, sponsors, speakers, vendors, and participants, including platform management.
• Negotiate contracts and manage relationships with vendors, ensuring cost-effective services for catering, hotel accommodations, transportation, and other logistical requirements for a smooth event experience.
• Design and implement sponsorship and exhibitor packages, including identifying and securing sponsorship and exhibitor commitments.
• Oversee and manage event budgets, ensuring careful allocation and tracking of financial resources to meet fiscal goals and expectations.
• Lead, supervise, and train event staff, volunteers, and interns, ensuring clear communication and coordination for smooth event operations.
• Develop and execute detailed event timelines, tracking all deliverables, deadlines, and milestones to ensure prompt event execution.
• Oversee post-event follow-up activities, including distribution of thank-you notes, collection of evaluations and feedback, and facilitation of debrief meetings to measure success and identify areas for improvement.

Emerging Leader Program (ELP) Event Support:

• Assist in the execution of project deliverables for ELP events and activities, including the planning and coordination of ELP sessions during the conference, providing on-site support, and helping with reporting and documentation.
• Facilitate communication and manage relationships to ensure alignment with ELP grant objectives, while supporting post-event activities to foster ongoing engagement and long-term impact.

Communication and Relationship Management:

• Serve as the primary point of contact for event operations, maintaining proactive communication and addressing potential challenges or opportunities as they arise.
• Serve as the staff liaison to the Annual Conference Program Development Committee, facilitating effective communication and collaboration.
• Cultivate and maintain strong, positive relationships with event stakeholders, including sponsors, exhibitors, speakers, partners, and participants, ensuring consistent engagement and satisfaction.
• Collaborate with internal leadership to ensure that event content aligns with the organization’s strategic objectives and that key stakeholders are kept informed of progress, milestones, and needs.
• Conduct research to identify potential sponsors, exhibitors, and attendees, building and maintaining a comprehensive database of prospects and executing outreach strategies to secure commitments.
• Support the pursuit and management of contracts, grants, cooperative agreements, and other funding sources to enhance the capacity and scope of the annual conference and special event initiatives.

Qualifications

Candidates should have the following minimum qualifications:

• Associate degree in event management, business, public relations, or a related field; OR 7+ years of relevant experience in event planning and coordination.
• Proven experience in planning and coordinating events, preferably international conferences, with a background in environmental or scientific sectors being highly desirable.
• Strong project management skills, with the ability to manage multiple tasks and timelines efficiently.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills, with the ability to present information clearly to diverse audiences.
• Excellent interpersonal skills, with the ability to build and maintain relationships with stakeholders, sponsors, vendors, and team members.
• Proficiency in office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Publisher), as well as experience with event management software and database systems.
• Ability to work under pressure, adapt to changing circumstances, and prioritize multiple responsibilities with minimal supervision.
• Self-motivated, with the capacity to work both independently and collaboratively within a team setting.

APPLY

$45000.00/yr – $50000.00/yr