Events Coordinator

American Farm Bureau Federation; Washington (District of Columbia); Hybrid; USD 55,000 - 65,000; Full time

Job summary

American Farm Bureau Federation in Washington, DC is seeking an Event Coordinator to provide coordination and administrative support to the BORD Operations Team for the AFBF Convention, IDEAg farm shows, and related conferences.

The role requires at least two years of event planning experience, strong customer service and communication skills, excellent organization, and proficiency with Outlook, Word, Excel, Cvent and Monday.com. Occasional nights, weekends, and travel may be required.

Qualifications

• Minimum two years of experience in event planning or coordinating.
• Customer service oriented with professional demeanor.
• Strong organizational and attention to detail.
• Ability to manage multiple priorities and deadlines.
• Excellent verbal and written communication.
• Proactive and resourceful with good judgment.
• Ability to work independently and with others.
• Ability to work well under pressure.
• Experience with Outlook, Word, and Excel.

Responsibilities

• Coordinate event registration and housing logistics for multiple events.
• Provide administrative and project support to the BORD Operations team for AFBF events.
• Coordinate contract review and documentation with hotels, transportation, sponsorships, and speakers.
• Build and track annual event timelines and manage event databases and records.
• Prepare event materials, presentations, communications, and budget-related documents.
• Process vendor invoices and staff expense reports; assist with budget tracking.
• Deliver excellent customer service to staff, members, partners, vendors, and attendees.
• Provide onsite support at AFBF meetings and IDEAg farm shows.
• Provide relief back-up assistance to the AFBF receptionist.

Skills

Event planning

Customer service

Organizational skills

Communication

Multitasking

Ability to work under pressure

Attention to detail

Team collaboration

Education

Bachelor’s degree or equivalent experience

Tools

Cvent

Monday.com

Microsoft Office Suite

Database systems

Job description

POSITION OBJECTIVE

Provide coordination and administrative support to the Business Operations and Revenue Development (BORD) Operations Team in planning and executing all team managed events including the American Farm Bureau Convention, AFBF events/meetings and IDEAg farm shows.

REPORTS TO

Sr. Director, Conventions and Meetings

PAY RANGE

$28.20 - $33.33/hour (approx. $55,000 - $65,000/year based on a 37.5-hour week)

LOCATION

Washington, DC; eligible to earn telework 2 days/week

DUTIES and RESPONSIBILITIES

• Coordinate event registration and housing logistics for multiple events, ensuring accurate attendee records, room assignments, and timely communication.
• Provide administrative and project support to the BORD Operations team to effectively execute the American Farm Bureau Convention, Farm Bureau FUSION/YF&R Conferences, AFBF meetings and the IDEAg farm shows to include: coordinating communications, responding to phone calls and emails, participating in meetings and taking detailed notes, and organizing and maintaining project documentation.
• Coordinate the review, document management and implementation of contracts and agreements for hotels, transportation, sponsorships, food and beverage, and speakers through interactions with legal, vendors and other internal and external stakeholders.
• Build, maintain and track annual event timelines across multiple events and business units, event-related databases, files and records. Report when timelines are at risk and provide updates to the team and project management system accordingly.
• Support the development of event-related materials, presentations, communications, spreadsheets, hotel room assignments and other documents.
• Track and process vendor invoices, staff expense reports and assist with expenses and budget tracking.
• Provide outstanding customer service to AFBF staff, state Farm Bureaus and members, meeting attendees, corporate partners, vendors, sponsors, VIPs and exhibitors.
• Provide onsite support at AFBF meetings and IDEAg farm shows, as assigned.
• Provide relief and back-up assistance to the AFBF receptionist, as assigned.

RELATIONSHIPS

Communicate and collaborate daily with team members across the organization. Work with AFBF staff, state Farm Bureau staff, and internal and external business partners.

EDUCATION OR TRAINING REQUIRED

• Bachelor’s degree or equivalent experience in a professional environment.

EXPERIENCE AND SKILLS REQUIRED

• Minimum two (2) years of experience in event planning, coordination, or a related field.
• Customer service-oriented with strong interpersonal skills and a professional demeanor.
• Exceptional organizational skills with excellent attention to detail
• Ability to manage multiple priorities, events and deadlines simultaneously.
• Excellent and proactive business communications skills.
• Proactive and resourceful approach with good judgment.
• Ability to apply training and feedback to grow skillsets.
• Ability to work independently as well as with staff and outside partners.
• Ability to work well under pressure.
• Proficient with Microsoft Office software, particularly Outlook, Word, and Excel.

PREFERRED EDUCATION/EXPERIENCE/TRAINING/SKILLS

• Experience with Cvent and Monday.com
• Experience with database systems.

OTHER REQUIREMENTS

• Occasional work on nights and weekends for on-site assistance is required.
• Occasional travel for on-site assistance is required, approximately 10%.