Events Coordinator: Field Conferences and Retreats
Posting Date: 11/25/13
Closing Date: 12/06/13
Job Title: Events Coordinator: Field Conferences and Retreats
Employee Classification: Non-Exempt (hourly)
Status & Hours: Regular Full-Time, 40 hours per week
Department: Headquarters Conferences (#430)
Position Reports To: Conferences Manager
The Events Coordinator: Field Conference and Retreats position is the key point of contact for coordination and promotion of Field Conferences and Retreats. Position functions as the communications link between A.R.E. Headquarters and the Field volunteers and local contacts. Responsibilities include planning and implementing logistics associated with Field Conferences and Retreat events, to include speakers, transportation and lodging arrangements, audio/visual equipment and other related support functions. Collaborates with the Headquarters Conferences Events Coordinator in planning, coordination, implementation, and logistical follow-through of all Headquarters sponsored national (Field) conferences and retreats. Performs general clerical duties such as copying, faxing, mailing, filing, opening, sorting and distributing incoming correspondence, including faxes and email.
Responsibilities (include but are not limited to):
Conference Planning and Coordination:
- Provides ongoing assistance to Conferences Manager in planning, promoting, design and implementation, budget preparation and development and follow-up for headquarters conferences and events.
- Provides support to Conferences Manager in identifying, developing and nurturing headquarters conferences network of audiences, staff, service providers, speakers and potential collaborators
- Collaborates with Conferences Manager and HQ Conferences Events Coordinator to ensure timely development and selection of topics, presenters, venues, pricing and marketing pieces for Field/Retreat programs and events.
- Initiates and maintains direct contact with region volunteers, meeting facilities and speakers on all events
- Negotiates contracts for meeting rooms and rates, A/V needs, refreshments, activities, workshop options, retreat accommodations, expected attendance and honorariums.
- Requests certificates of insurance well in advance of event, from A.R.E.’s commercial insurance broker, to accommodate facilities insurance requirements.
- Communicates any ADA requests for accommodations to Conferences Manager; collaborate and coordinate with region volunteers, meeting facilities and/or speakers in preparation and coordination of accommodations as required, guided by Human Resources recommendations for compliance.
- Maintains office supplies; maintains the Housing List and Professional Psychics List
- Consults with Headquarters Conferences Events Coordinator in selection of mailing parameters within corresponding demographic range for cost-effective mail plans, as well as with email distribution list for conference information/brochures.
- Writes and designs quality-image ad copy for newspapers, magazines and/or playbills as required.
- Composes and submits direct-mail pieces to the Production Department and emails to Marketing Department.
- Submits updates to Web Team for A.R.E. website and social media sites; shares links with speakers and region volunteers for respective websites.
- Functions as the communications link between A.R.E. Headquarters and Region volunteers in determining volunteer needs, use of resources, and providing assistance with conferences and retreats to ensure events meet the highest standards for the organization.
- Consistently maintains active communications and provides guidance to all national volunteers and the region structure.
- Negotiates, coordinates and contracts event-related services and commodities with meeting facilities and/or vendors to include audio/visual needs, catering, transportation needs, coordination of volunteers and other event-needs requests
- Coordinates with the speaker for formal booking, fee arrangements, securing signed contracts;
- Coordinate and arrange accommodations for travel, hotel reservations, technical support, media connections, packet literature and other speaker needs as required; resolves any problems in speaker travel arrangements in courteous and timely manner.
- Coordinates shipment of conference materials, required forms and supplies for each Field Conference/Retreat event in a cost-effective, timely manner.
- Consistently meets deadlines established in the coordination and planning of national activities, meetings and programs.
- Establishes and maintains consistent vendor relationships to promote value and cost savings for events and travel-related costs; take initiative to lower travel costs and expenses; keep up to date on airline rates
- Responsible for all follow-up contact with Field Conference/Retreat speakers.
- Originates correspondence related to Field Conferences/Retreat activities; responds to emails, letters and other communications from regions/Urban Centers, region volunteers, conferees and interested individuals in timely and courteous manner; update and maintain event files.
- Responsible for providing internal communications of all Headquarters-sponsored Field Conferences/Retreats programs to IT, Web Team, Venture Inward, Customer Service, other Regions/Urban Centers, and the Visitor Center.
- Provides communication of event details to speakers, meeting facilities/vendors, and region volunteers
- Distributes current Field Conferences and Retreat schedules and production worksheets.
- Ongoing coordination with Press Production for the smooth creation, printing and mailing of all conference brochures
Financial and Statistical Records:
- Creates meeting products and campaigns in Aptify database.
- Prepares timely tracking/status reports for each Headquarters-sponsored Field/Retreat event to include logistical details, deadlines, program expense, department expense, attendance records and event history and submits to Conference Manager in timely manner.
- Prepares and facilitates timely payment requests and invoices for all conference/department expenses; submits to Accounts Payable with reasonable lead time.
- Assist Conference Manager in program planning, budget preparation and forecasting
Required Education and Experience:
- Bachelor’s degree in marketing/communications or related field or equivalent work experience required.
- Three to five years experience in convention services, event planning/marketing or related hospitality services industry required
- Minimum three years experience in general office responsibilities and procedures
- Computer proficiency in Microsoft Applications (Word, Outlook, Excel, Publisher, Powerpoint) with some graphics/design experience preferred
Required Knowledge, Skills, and Abilities:
- Knowledge of philosophy and acceptance of the key principles in the Edgar Cayce readings, particularly kindness, active patience and a service orientation.
- Ability to represent the A.R.E. (our purpose, work, administration, staff, volunteers, Board and membership) in the most positive light is essential
- Excellent computer skills including Microsoft Word, Excel, PowerPoint, Publisher, etc. with intermediate skills in graphics/design
- Demonstrated computer proficiency in Word, Excel, PowerPoint, Publisher, etc., with some graphics/design experience preferred
- Knowledge of principles and practices of organization, planning, records management and general administration.
- Strong time-management and multi-tasking skills with the ability to manage competing deadlines
- Excellent problem solving, written and verbal communication skills to exchange information with a variety of individuals required
- Excellent organization skills and detail orientation, yet the ability to keep an eye on the bigger picture
- Excellent team participation and leadership skills required
- Must have strong skills intact, diplomacy and objectivity
- Demonstrated enthusiasm and respect in working with people from diverse backgrounds, displaying positive attitude toward helping others
- Ability to make decisions using precedent, existing policy and inferred organizational standards while working under broad supervision.
- High degree of emotional intelligence and maturity – demonstrating adaptability, engagement and enthusiasm
- A good sense of humor
Scope of the Position:
Events Coordinator is a position of high autonomy with wide latitude for independent action that, consequently, requires a very high level of discretion and judgment.
- The Conferences department and its activities are a very public face of the A.R.E. Since the Events Coordinator regularly interacts with A.R.E. staff, speakers, other organizations, service providers, the media, and the public, (s)he, the Conferences Manager and the Conferences department are often perceived as being spokespeople and representatives of the A.R.E. as a whole.
- Conferences activities significantly impact the income, expenses and net operations related to Headquarters-sponsored field conferences and retreats.
- Must be able to occasionally walk on uneven ground to access people and resources in other buildings on campus, and be able climb stairs in a historical building without an elevator.
- Ability to occasionally lift/carry up to 20 lbs. of handouts and program supplies required.