Events Coordinator

JOB DESCRIPTION : EVENTS COORDINATOR

Position status: Salaried, non-exempt, full-time, 12-month

Hours of Work: Standard work week, with some variation possible. Occasional travel may also be required for special events.

Reports to: Executive Director

Join the innovative team at the Virginia Association of Independent Schools (VAIS) as the Events Coordinator and play a key role in advancing excellence across Virginia’s independent education landscape. VAIS is the leading resource for independent education in the Commonwealth. With core values of excellence, community, and independence, we serve our 92 PK-12 member schools through accreditation, advocacy, and professional learning programs.

VAIS seeks a collaborative professional to oversee the operational, logistical, and communications functions driving our professional learning programs, board meetings, and internal events. This role is pivotal in ensuring that every gathering—virtual or in-person—is executed with precision and delivers an exceptional participant experience. The position requires strong project management skills, creative problem-solving, and high proficiency with technology, scheduling, and vendor management.

The ideal candidate is a detail-oriented planner with a hospitality mindset, capable of managing complex registration systems and enhancing member engagement through seamless communication.

• Manage registration systems for all professional learning programs, including building and monitoring event registration forms; troubleshooting registration issues; ensuring data accuracy, payments, and confirmations; and generating attendee reports
• Maintain the Association’s Communications Calendar to coordinate the distribution of communications for all events, including schedules, reminders, materials, evaluation links, and follow-up messages
• Manage the Association’s social media channels to promote upcoming professional learning opportunities and highlight past events
• Attend and oversee event logistics for programs, including nametags, room layouts, seating plans, AV/technology coordination, signage, check-in processes, and materials. Liaise with venues and tech support vendors to ensure contract deliverables are met
• Serve as the main point of contact for program sponsors, ensuring that their information is accurately and appropriately promoted through the website, marketing materials, and at the program, and handling logistics for their participation at the program
• Coordinate food and beverage needs, dietary accommodations, and vendor relationships
• Procure and manage event swag, including ordering, inventory, branding requirements, and on-site distribution

• Attend and serve as the technical host for all virtual MeetUPs and webinars, managing Zoom scheduling, technical set-ups, breakout rooms, recording settings, waiting room protocols, and troubleshooting audio/video issues
• Maintain the MeetUP calendar, ensuring clarity for internal staff and external stakeholders
• Draft and distribute calendar invitations, reminders, and follow-up communications with consistent branding and tone

• Coordinate all logistics for board meetings, including securing meeting locations and negotiating space needs
• Arrange meals, catering, dietary accommodations, and refreshment breaks
• Manage hotel reservations and lodging arrangements for board members and invited guests
• Oversee technology needs, including presentation equipment, hybrid meeting setups, connectivity, and on-site troubleshooting
• Procure and manage board meeting swag or materials, ensuring accurate quantities and branding alignment

• Coordinate all logistics for internal staff meetings, retreats, and celebrations
• Arrange meals and refreshments for in-office or off-site gatherings
• Ensure that space, technology, supplies, and materials are prepared in advance and that the environment supports a productive and positive staff experience

The successful candidate will demonstrate professional discretion when handling…