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Events Coordinator

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WorkatHome-JobBoard

1mo ago

  • Job
    Full-time
    Junior & Mid Level
  • Customer Relations
    Facilities Management
  • Arlington

AI generated summary

  • You need a bachelor's degree, 2-4 years of event planning experience, proficiency in Microsoft Office, strong communication skills, and the ability to travel 15-30%. Event software experience is a plus.
  • You will manage event registrations, maintain calendars, coordinate meeting materials, provide on-site support, assist in post-event analysis, and perform general administrative tasks.

Requirements

  • Bachelor's degree and two to four years of event planning and execution experience.
  • Association event experience preferred.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Experience working in Swoogo event software.
  • Strong organizational and multi-tasking skills.
  • Excellent written and verbal communication skills.
  • Ability to work independently and as part of a team.
  • Attention to detail and problem-solving skills.
  • Database knowledge (Salesforce preferred but not required).
  • Must have strong command of the English language.
  • Ability to sit for long periods of time, stand, travel up and down stairs, crouch, stoop and reach.
  • Ability to lift up to 25 lbs.
  • The position requires considerable concentration and creativity. It is subject to stress caused by a changing environment, tight deadlines and workload.
  • The noise level in the work environment is usually quiet to moderate.
  • This position requires attendance in the office during business hours.
  • Travel required for this position is approximately 15 - 30%.

Responsibilities

  • Event Registration: Manage event registration processes, including the creation and maintenance of Swoogo registration websites. Maintain registration reports and attendee lists as requested. Organize and enter content into mobile meeting app for minimum of 4 -6 events per year.
  • Member Registration: Handle attendee inquiries and provide customer service support related to event registration.
  • Calendar Management: Maintain and update the Swoogo meetings calendar ensuring all events are accurately reflected. Additionally keep the internal events calendar and external industry calendar up to date.
  • General Support: Provide administrative support to communications and events department, assist with special projects and other duties as required helping to execute and advance the association's agenda. Attend site visits when necessary and work with vendors and suppliers to help ensure all event needs are met.
  • Meeting Materials: Coordinate & prepare meeting shipment including general supplies, sponsorship materials, badges, meeting materials (documents, agendas, etc.), and signage to events as needed. Working communications staff, order new items/supplies as needed including sponsorship fulfillment and ensure all promotional items are ready for distribution.
  • On-site Event Management: Provide on-site support during events, including managing registration desks, coordinating with vendors, and assisting with event setup and breakdown. Assist with troubleshooting issues and providing excellent customer service to attendees. Manage signage on-site and ensure placement is correct for each scheduled event.
  • Post-Event Responsibilities: Assist in post-event evaluation and analysis, including the collection and analysis of attendee feedback. Prepare post-event reports and summaries for internal and external stakeholders.
  • Event Coordination: Create and execute a plan, working with communications director, on role of department in chapter meeting and event support.
  • Administrative Tasks: Perform general administrative duties, including answering phones, managing emails, and other tasks as assigned.

FAQs

What is the primary responsibility of the Events Coordinator?

The primary responsibility of the Events Coordinator is to manage event registration processes, maintain the meetings calendar, assist with meeting logistics, and provide support for various event-related tasks.

What software is used for event registration management?

The Events Coordinator will use Swoogo event software for managing event registration processes.

How many events does the coordinator need to organize annually?

The coordinator is expected to manage a minimum of 4-6 events per year.

What qualifications are required for this position?

A Bachelor's degree and two to four years of event planning and execution experience are required, with association event experience preferred.

Is prior experience with event software necessary?

Yes, experience working with Swoogo event software is required for this position.

What types of tasks may the coordinator assist with on-site during events?

The coordinator will provide on-site support during events by managing registration desks, coordinating with vendors, assisting with event setup and breakdown, troubleshooting issues, and ensuring proper signage placement.

How often does travel occur for this position?

Travel required for this position is approximately 15 - 30%.

What skills are important for success in this role?

Important skills include strong written and verbal communication, attention to detail, organizational skills, ability to multitask, and problem-solving abilities.

What is the work environment like for the Events Coordinator?

The work environment is usually quiet to moderate, but it can be subject to stress from tight deadlines and workload changes. The position requires attendance in the office during business hours.

What types of administrative tasks will the coordinator perform?

The coordinator will perform general administrative duties such as answering phones, managing emails, and supporting special projects as assigned.

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