Event Coordinator

Summary

Under the supervision of the VP of Human Resources, the Event Coordinator is responsible for logistical execution of NCCHCA conferences and training. Works self-directed, and in partnership with manager, to plan, coordinate, and execute events from conception through completion. Oversees and implements all event logistics, inclusive of some program content responsibilities, speaker/presenter communication and scheduling, hotel negotiations and planning, food and beverage planning, audio-visual planning, and logistics/set-up/management onsite, and conference technology (registration, check-in, app) as needed to produce successful conference/meeting planning services. Responsible for execution of events onsite and virtual, as circumstances require.

Qualification Requirements

• Excellent customer service and interpersonal skills.
• Ability to manage multiple projects independently and simultaneously.
• Takes initiative and problem-solves.
• Pays careful and rigorous attention to detail and is process oriented.
• Excellent time management.
• Ability to effectively communicate in verbal and written form.
• Proficiency in the use of technology and commonly used software packages; Word, PowerPoint, and Excel.
• Demonstrates the ability to work as a team member and work effectively with diverse people.
• Self-directed and self-motivated.

Preferred Qualifications

• Experience with marketing, planning, coordination, hotel, and convention center logistics.

Minimum Qualifications

• Bachelor’s degree. Preferably in event management, hospitality, public health, health administration, or related field.
• 2-3 Years of event and conference management experience.

Supervisory Responsibilities

• None

Essential Functions

• Lead collaboratively on all logistics and establish and maintain clear guidelines and boundaries around work areas within the larger planning/support teams.
• Responsible for implementing Conference Technology and ensuring it is setup accurately and with full functionality: Registration, registration issues/questions, pricing, promos, conference app content – sessions, locations, times, check in onsite, registration onsite. Ensure all back-end reporting and records are maintained and accurate.
• Responsible for planning logistics of NCCHCA conferences & events.
• Responsible for the development and optimization of processes related to flow and execution of events.
• Proactively handle any arising issues and troubleshoot emerging problems throughout the planning process.
• Work collaboratively with colleagues, event lead, and partners to ensure a seamless event.
• Identify locations, venues, appropriate space, AV, food & beverage for events.
• Work with Leadership to establish appropriate registration fees.
• Work with planning team/team lead to develop, design, and format program content.
• Identify training topics and communicate with presenters.
• Participate in planning committee meetings as needed, take, and disseminate minutes.
• Develop staff assignments for NCCHCA team.
• Oversee audio visual and room set-up.
• Ensure speaker paperwork and materials are requested and received in a timely manner; manage continuing education credits application process and logistics.
• Work with Vendor Services staff to ensure appropriate space for the exhibit hall.
• Work with colleagues to identify creative marketing strategies and generate interest to increase training attendance.
• Scheduling and oversight of registration processes and coverage at conferences/events.
• Work with colleagues to develop communication initiatives to share with NCCHCA members & partners.
• Propose innovative ideas to improve services provided and training event quality.
• Provide feedback and periodic reports to Leadership.
• Expert in MS Suite including Word, Excel, Publisher, advanced editing, and mail-merge (printing) skills.
• Familiarity with MailChimp and social media.

Physical Demands

• Carrying equipment/boxes and event materials up to 20-pound boxes or less.
• Constant sitting, standing, walking, repetitive assembly motions during conferences/events.
• Ability to travel out-of-town, by air, and overnight.
• Evenings and weekend work.

Work Environment

• NCCHCA is a busy, team-oriented, non-profit organization with expected event-related travel to various locations including in and out-of-state.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of the position. All employees may have other duties assigned at any time.