Part-Time Meetings and Events Contractor

Houston Hospitality Alliance; Northern (KY); Hybrid; USD 28,000 - 48,000; Part time

Job summary

Houston Hospitality Alliance is seeking a Meetings and Events Contractor to coordinate all logistical and operational aspects of DirectWomen’s in-person events and conferences from the contractor’s home office.

This role is remote, with responsibilities that include planning, sourcing venues, coordinating AV and room sets, and managing on-site execution. Working hours align with Eastern Time and travel is required 2–3 times per year.

Qualifications

• Bachelor of Arts degree required.
• 3–5 years of conference/meetings/events management experience.
• Nonprofit/association event experience is helpful.
• Experience working in a virtual team.
• Contractor experience preferred.

Responsibilities

• Submit RFPs, evaluate proposals, and negotiate contracts with hotels and venues.
• Coordinate logistics for in-person programs: food/beverage, A/V, room sets, sleeping room needs.
• Coordinate with photographers, florists, staffing agencies for required services.
• Draft schedules and run of shows for events and speakers.
• On-site event management: oversee vendors, venue personnel, volunteers, and temps; resolve issues in real time.
• Order event supplies and manage shipping logistics for events.
• Close out hotel/venue/vendor accounts and submit invoices for payment.

Skills

Project management

Organizational skills

Written and verbal communication

Multi-tasking

Calm under pressure

Flexibility

Professional presence

Travel readiness

Education

Bachelor of Arts

Tools

MS Office Suite

Adobe Acrobat

Job description

The mission of DirectWomen is to increase the representation of women lawyers on corporate boards. You can learn more about the organization at www.directwomen.org.

The contractor will be responsible for coordinating all logistical and operational aspects of DirectWomen’s in-person events and conferences. Responsibilities include, but are not limited to, event planning and execution; vendor and venue sourcing, contracting, coordination, and management; and on-site event management.

The Meetings and Events Contractor reports to the Director of Programs and Operations and is expected to work approximately 15 hours per week during regular Eastern Time business hours, with increased hours as needed based on event schedules. DirectWomen’s main in-person event is held in October each year, therefore, increased hours are anticipated leading up to and during the event (August - Oct). Additional hours may also be needed during other times of the year to support other programs.

This is a remote role that will be performed from the contractor’s home office.

Only candidates in Eastern or Central Time Zones will be considered.

Must be able to travel to events 2-3 times a year.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Submit RFPs, review and evaluate proposals, and negotiate contracts with hotels, event venues, restaurants, and other outside vendors.
• Coordinate program logistics for in-person programs and events: prepare food and beverage orders, audiovisual orders, furniture rentals/room sets, and coordinate sleeping room needs in alignment with event goals, budgets, and attendee needs.
• Coordinate with other event vendors such as photographers, florists, and staffing agencies to secure and coordinate required services.
• Draft schedules and run of shows for all events, vendors, contractors, and speakers.
• Responsible for on-site event management, including overseeing vendors, venue personnel, volunteers, and event temps, as needed. Resolve logistical and operational issues in real time.
• Order all event supplies and materials. Manage shipping logistics for all materials to and from events. Ensure all materials are accurately accounted for on-site at events and accurately prepare shipping labels and instructions for post-event shipments.
• Conduct comprehensive reconciliation and financial closeout of hotel, venue, and vendor accounts, ensuring all charges comply with contractual agreements and services rendered. Submit invoices for timely payment processing.

EDUCATION AND EXPERIENCE:

• Bachelor of Arts
• 3-5 years or more of progressively responsible experience managing conferences, meetings, and events
• Prior nonprofit or association event experience helpful, but not necessary
• Experience working as part of a virtual team
• Prior experience as a contractor preferred.

QUALIFICATIONS

• Superior project-management and organizational abilities
• Excellent written and verbal communication skills
• Self-starter who owns outcomes and solves problems before they become obstacles
• Ability to multi-task and meet goals in a timely and effective manner
• Ability to remain calm and problem-solve in high-paced, stressful situations
• Can-do attitude and flexibility to shift priorities as needed
• Must have poise and carry self in a professional manner at all times
• Ability to travel for meetings and events (approximately 2-3 times a year)

KNOWLEDGE, SKILLS AND ABILITIES:

• Superior organizational skills, attention to detail, and project management skills are critical
• Meeting planning and contract negotiation skills required
• Excellent computer skills and comfort with new technologies, with particular emphasis on MS Office Suite and Adobe Acrobat