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Job Description:

Job Description

Job Title:

Event Coordinator

Reports To:

Director of Communications

Essential Functions:

* Coordinate details of events including conferences, Regional Teacher of the Year Reception and other large-scale events.

* Develop and manage timelines in concert with program director(s). Oversee workflow and facilitate communications among internal departments to ensure event details are completed based upon event timeline.

* Assist in development and maintenance of event budget; assist with food counts, additional contracted activities, etc.; keep program director(s) informed of key budgetary issues.

* Collaborate with program director(s) to support planning and advisory functions, including meeting agendas and management, and work performed outside meetings through virtual collaborations, etc.

* Support the "call for proposals" process using a central database to organize all details such as content, descriptions, presenter needs, handouts, AV needs, etc. for events and conferences.

* Develop, in concert with program director(s), the overall master schedule and run-of-show documents guiding the preparation and execution of events.

* Build and maintain business relationships with convention centers, hotels, corporations and local businesses for event facilities; assist with negotiation of contracts with facilities, outside services and presenters.

* Assist with securing event sponsors, vendors (exhibitors), presenters and volunteers.

* Coordinate exhibitor logistics and serve as the main contact for all event vendors.

* Communicate with conference presenters, keynote speakers, staff on conference logistics and details.

* Work with program director(s) and Communications Department to design and execute promotional materials, programs, signs and collateral pieces for assigned events.

* Oversee the day of event details including room sets, AV needs, internal equipment required, food and beverage needs. Proactively handle logistics and arising issues; troubleshoot problems before, during and after an event.

* Work with program director(s) on establishing criteria for event evaluation; conduct evaluation for each event; analyze and provide post reports.

Competencies, Knowledge, Skills, Abilities:

* Regular attendance is required to provide support to Education Plus and the Communications, Learning, and other departments.

* Possesses strong interpersonal skills, including the ability to listen, work in groups, communicate both verbally and non-verbally in a professional manner, negotiate with others and solve problems.

* Strong project management skills required. Attention to detail including budgetary matters.

* Requires movement about and within department area.

* Reads and interprets correspondence, reports, contracts, etc. for administrative purposes.

* Operates computer hardware for programming or applications; stays abreast of changes in technology and participates in necessary training to maintain appropriate level of skill necessary for efficiency in position.

* Visually obtains information from computer monitor.

* Develops information for written reports and correspondence to officials inside and outside the organization; possesses excellent writing and editing skills.

* Possesses excellent oral communications skills

* Ability to multitask with high attention to detail

* Excellent organizational skills

Required Education/Experience/Certification/Licensures:

Bachelor's degree

Proficient with Microsoft Office Suite

Excellent technology and database skills

Marketing or Communications experience preferred

Preferred Education/Experience/Certifications/Licensures:

Conference and special events planning certification (preferred)

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