Events Coordinator

ASAE; Washington (District of Columbia); Hybrid; USD 50,000 - 70,000; Full time

Job summary

A leading organization is seeking an Events Coordinator to manage logistics for various events, including conferences and meetings. The role requires strong organizational skills, experience in event planning, and the ability to work both independently and as part of a team. The position offers a competitive salary and benefits package, along with opportunities for professional growth.

Benefits

Health Insurance

Dental Insurance

Life Insurance

401(k)

Qualifications

• 3-5 years of experience in event planning or coordination required.
• Experience in a professional office environment preferred.

Responsibilities

• Assist in planning and executing the Association’s event offerings.
• Manage event registration and coordinate logistics.
• Perform post-event follow-ups and maintain attendee statistics.

Skills

Organization

Communication

Customer Service

Education

Bachelor’s Degree

Tools

Aventri

Salesforce

Cvent

Microsoft Office

Job description

Position Responsibilities

The Small Business Investor Alliance (SBIA) is seeking an Events Coordinator. This position prepares and coordinates logistics for the Association’s event offerings including Conferences, Small-Group Meetings, Networking Activities, Private Dinners, Educational Classes, and Webinars. The Association produces 20+ events per year, across the country and locally in DC, with attendance ranging from 20-600 people. This position functions as part of the Events Team, and is responsible for a subset of those events. This position requires an experienced, highly organized, detail-oriented event planner who can work independently, in a supporting role, and as part of a team.

Essential Job Functions

• Assist in the planning and execution of the Association’s event offerings
• Manage event registration, including creating the on-line event registration form, monitoring registrations for accuracy, completeness, adherence to requirements and capacity limits, creating and maintaining registration lists, as well as assisting with registration needs for VIPs, speakers, and sponsors
• Coordinate pre-event meetings and calls, including scheduling, providing summaries, and performing follow-ups
• Speaker and faculty coordination to include scheduling pre-planning calls, collection of bios, headshots, presentations, and other event-related logistics and follow-ups
• Perform venue selection and logistics including food and beverage orders and guarantees, AV and room set-up, as well as develop and adhere to the budget for select small-group events
• Produce name badges, signage and on-site materials
• Maintain and adhere to event planning documents and checklists as well as associated deadlines
• Perform on-site registration and logistics duties to include registration desk support, mic running, set-up/tear down/packing of materials and general event assistance as needed
• Assist in the execution of the Association’s private, pre-scheduled, meetings opportunities for specific industry groups, including set-up and maintenance of the proprietary platform and on-site coordination
• Collaborate internally with members of the marketing, membership, and government teams as related to association events
• Maintain the inventory of events-related items and order supplies and promotional items
• Organize and schedule shipment of materials to/from events
• Perform post-event follow-ups, including survey administration, invoice processing, distribution of conference materials and presentations, processing cancellations and refunds
• Maintain event-related attendee statistics, as well as registration pacing and housing reports
• Respond to general association and event-related inquiries and regularly engage with Association members
• Serve as back-up to other Events Coordinators
• Other projects and responsibilities as assigned

Working Conditions

• Office is located in Class A office building in downtown Washington, DC
• In-office work a minimum of 3-4 days per week, with telework 1-2 days a week, subject to change.
• A professional, fast paced environment
• Travel is required – all domestic
• Occasional work outside regular business hours leading up to and during events is likely
• Events occur both locally and across the country

What We Offer

• Competitive salary and benefits package, including Health Insurance, Dental Insurance, Life Insurance and 401(k)

• Collaborative work environment fostering innovation and creativity
• Support for professional development and growth opportunities

• Convenient location near public transportation

Education and Experience Requirements

• Bachelor’s Degree, required
• 3-5 years of experience in event planning or coordination required
• Experience working in a professional office environment; Trade or Professional Association experience, preferred
• Positive, enthusiastic attitude and customer-oriented demeanor
• Experience with Aventri, Salesforce, Cvent or other event registration platform
• Experience with Growthzone or other Association Management System
• Experience with meeting scheduling software, preferred
• Proficiency with Microsoft Office software (Word, Excel, Power Point, and Outlook)
• Ability to organize, prioritize, initiate and coordinate multiple tasks and projects to meet deadlines
• Strong work ethic
• Excellent oral and written communication skills
• Ability to travel and attend 6+ events per year
• Desire for professional growth, development and a passion for earning success