Events Coordinator

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

Job summary

American Farm Bureau Federation seeks a coordinator to support the BORD Operations Team in planning and executing major events including the AFBF Convention, IDEAg shows, and related conferences. This role requires coordinating registrations, housing, contracts, timelines, and on-site support with strong organization and customer-service focus.

Qualifications include a Bachelor’s degree or equivalent, 2+ years in event planning, and proficiency with MS Office; experience with Cvent and

Qualifications

• Bachelor’s degree or equivalent experience in a professional environment.
• Minimum two (2) years of experience in event planning, coordination, or a related field.
• Proficient with Microsoft Office, especially Outlook, Word, and Excel.
• Customer service oriented with strong interpersonal skills and professional demeanor.

Responsibilities

• Coordinate event registration and housing logistics for multiple events with accurate attendee records and timely communication.
• Provide administrative and project support for the BORD Operations team to execute conventions, conferences, and IDEAg farm shows, including communications and documentation.
• Coordinate review and management of contracts and agreements with hotels, transportation, sponsorships, F&B, and speakers with stakeholders.
• Build and track annual event timelines across events, maintain databases and files, and report risks to the team.
• Support development of event-related materials, presentations, and budget tracking.
• Process vendor invoices and staff expense reports; assist with expenses and budgeting.
• Deliver outstanding customer service to staff, members, attendees, partners, vendors, sponsors, VIPs, and exhibitors.
• Provide onsite support at meetings and farm shows as assigned; assist receptionist as needed.

Skills

Event planning

Customer service

Organizational skills

Multitasking

Communication

Proactive mindset

Independent work

Working under pressure

Microsoft Office

Education

Bachelor’s degree or equivalent experience

Tools

Cvent

Monday.com

Databases

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%.

600 Maryland Avenue SW
Suite 1000 Washington DC 20024