Part-Time Meetings and Events Contractor

Colorado Psychiatric; Northern (KY); Hybrid; USD 30,000 - 54,000; Part time

Job summary

DirectWomen is seeking a contractor to coordinate all logistical and operational aspects of in-person events and conferences, with a focus on planning, sourcing vendors, and on-site management.

The role is remote, with ~15 hours per week and travel 2–3 times per year. Candidates should be in Eastern or Central Time Zones and be able to work during ET business hours.

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).

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.

Skills

Project management

Organizational skills

Written communication

Verbal communication

Multitasking

Calm under pressure

Travel willing

Education

Bachelor of Arts

Tools

MS Office

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