Conference Planner

ATA Services, Inc.; Santa Fe (NM); Remote; USD 24,000 - 36,000; Full time

Job summary

ATA Services, Inc. is seeking a highly experienced meeting coordinator for a temporary role based in New Mexico. The position involves organizing and facilitating public meetings for the Rio Grande Trail Commission, ensuring compliance with state regulations while coordinating logistics and offering administrative support.

Qualifications

• Experience in event planning or coordination in a corporate environment.
• Proven track record of creative, successful events.
• Ability to remain calm under pressure and maintain a customer-service mindset.

Responsibilities

• Facilitate Commission meetings and ensure compliance with the New Mexico Open Meetings Act.
• Coordinate logistics, scheduling, and stakeholder engagement for public meetings.
• Provide IT support and manage virtual meeting security.

Skills

Organizational skills

Communication

Negotiation

Multitasking

Education

Bachelor’s degree in hospitality management or public relations

Tools

PowerPoint

Acrobat

Excel

Job description

3 days ago Be among the first 25 applicants

ATA Services, Inc. is currently seeking to hire a highly experienced meeting coordinator to work on a temporary assignment. This job can be a remote position, but the candidate must live in New Mexico and travel throughout New Mexico is required.

• $30 per hour with weekly pay
• Start Date: ASAP
• 20 hours per week
• This position can be remote; however, travel is required*.
• Must meet ATA’s vehicle insurance requirements to receive

*The commission meetings are held all around the state, the last two were in T or C and Santa Fe. The next meeting (Sept 19) will be in Taos. Additionally, we need to hold public engagement sessions in the county/city to officially incorporate designated trail segments into the State Trails System after they have been designated by the commission. This role will also need to coordinate and facilitate those public engagements.

Administrative and IT support for organizing public meetings for the Rio Grande Trail Commission

Meeting Facilitation and Compliance

• Support the Commission by facilitating at least (3) three Commission meetings per fiscal year, as well as ad-hoc public meetings within the affected county and area for official designation by the Energy, Minerals, and Natural Resources Department Secretary under the State Trails Act.
• Ensure compliance with the New Mexico Open Meetings Act (OMA) by:
• Drafting and archiving meeting minutes in compliance with OMA.
• Coordinate audio/visual services for hybrid and in-person public meetings in compliance with OMA.
• Drafting, reviewing, and posting meeting agendas within the required 72-hour public notice period.
• Coordinate with individuals with a disability who are in need of a reader, amplifier, qualified sign language interpreter, or any other form of auxiliary aid or service to attend or participate in the meeting.
• Publishing public notices and supplementary materials under Commission Chair direction. Develop and execute public notification strategies, ensuring accessibility via digital platforms and physical postings.
• Editing and posting recordings of Commission meetings for public access.
• Ensuring all meetings meet OMA compliance standards when a quorum of Commission members is present.
• Overseeing meeting logistics, including scheduling, venue arrangements, and stakeholder coordination.
• Administering on behalf of the Commission and in coordination with the Commission Chair to ensure compliance with all aspects of the New Mexico Open Meetings Act which applies to meetings of public bodies at which a quorum of the members of the public body is present and will formulate public policy, discuss public business or take action.
• Manage commissioner reimbursements for public meeting attendance.
• Provide operational support for Microsoft Teams, ensuring seamless virtual meeting facilitation.
• Set up and troubleshoot IT equipment, including microphones, cameras, and conferencing software.
• Monitor and manage virtual meeting security, preventing unauthorized access or technical disruptions.
• On behalf of the Commission, coordinate with the following non-voting members of the Commission to solicit interest and participation in the work of the Commission:
• bureau of land management.
• bureau of reclamation;
• international boundary and water commission;
• national park service.
• United States army corps of engineers;
• United States fish and wildlife service;
• United States forest service; and
• the offices of the New Mexico congressional delegation.
• Support the Commission by coordinating and conducting as needed Commission sub-committee virtual and/or in-person meetings.

Required skills and qualifications

• Bachelor’s degree (or equivalent) in hospitality management or public relations
• Experience in event planning or event coordination in a corporate environment
• Proven track record of creative, successful events
• Experience working with colleagues in graphic design, sales, marketing, and communications
• Excellent organizational, communication, negotiating, and multitasking skills
• Ability to remain calm under pressure and maintain a customer-service mindset

Preferred skills and qualifications

• Established relationships with vendors
• Experience in managing budgets and tracking expenses
• Advanced knowledge of PowerPoint, Acrobat, and Excel
• Proficiency with more than one language

ATA Services, Inc., provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, we comply with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

ATA Services, Inc., expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.

Compensation details: 30 Hourly Wage

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Management and Manufacturing

• Industries

  Government Administration

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