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SalaryJOB TITLE: Coordinator, Meetings and Events
DEPARTMENT: Communications
REPORTS TO: Director, Meetings and Events
FLSA STATUS: Non-Exempt
PREPARED DATE: 3/19/2024
Summary: The Coordinator, Meetings & Events will work closely with the Director, Meetings & Events to create, develop and implement a wide variety of local and nationwide events. This entry-level position is an excellent opportunity for a candidate with 1-2 years of experience and a desire to further develop a career in event management. The ideal candidate is energetic, forward-thinking, creative and detailed oriented.
Essential Duties and Responsibilities Include the Following:
- In close collaboration with the Director, Meetings & Events, support the planning and execution of 10-15 internal and external events annually including thought-leadership summits, Board of Directors meetings, networking receptions, webinars, and staff events
- Assist with event logistics such as site search and selection, production and design, catering, audiovisual, signage and materials
- Oversee all aspects of event registration including:
- Building and maintaining registration webpages
- Compiling and maintaining distribution lists
- Drafting attendee invitations, confirmations, and reminders
- Providing registration reports to key stakeholders on a regular basis
- Managing onsite registration
- Producing post-event attendance reporting for key stakeholders
- Support management of short- and long-term tasks across multiple projects, including timeline maintenance and deadline tracking
- Proactively research new and innovative event offerings, industry trends, venues and service providers for future events
- Provide administrative assistance such as invoice and payment processing, contract processing, shipping, scheduling meetings, maintaining contact lists and sending internal communications related to events
- Travel to and support offsite events as needed
Supervisory Responsibilities: N/A
Competency:
To perform the job successfully, you should demonstrate the following competencies:
Project Management – Assists with project timeline development and tracks deadlines to ensure successful project completion.
Customer Service - Responds to requests for service and assistance in a timely and professional manner. Meets commitments.
Interpersonal Skills – Exhibits strong discretion with confidential information. Works well individually and as part of a team.
Written Communication - Writes clearly and informatively. Proofreads work for spelling and grammar. Able to read and interpret written information.
Teamwork - Contributes to building a positive team spirit. Enjoys working collaboratively.
Judgment - Exercises sound and accurate judgment. Maintains confidentiality.
Planning/Organizing - Prioritizes short and long-term work activities. Uses time efficiently. Organized.
Professionalism - Approaches others in a tactful manner. Reacts well under pressure. Treats others with respect and consideration regardless of their status or position.
Quality - Demonstrates accuracy and thoroughness.
Attendance/Punctuality - Consistently arrives to work and meetings on time and prepared.
Dependability - Follows instructions and responds to management direction.
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Experience with event software and registration systems
- Exceptional organizational skills and impeccable attention to detail
- Skilled written and verbal communicator; ability to effectively and professionally communicate with C-suite executives and VIPs
- Self-starter with the ability to prioritize, work independently and follow through effectively
- Ability to maintain a positive, results-oriented attitude while working under strict deadlines
- Ability to build strong internal relationships and leverage cross-department resources
Computer Skills: Demonstrated proficiency with Microsoft office (Outlook, Word, Excel, Powerpoint) required.
Education: 1-2 years of relevant experience in event planning or project management; Bachelor’s Degree required.
Language Skills: Candidates should be detail oriented with proficient knowledge of grammar and punctuation. Excellent proofreading and strong communications skills are required.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet. This position may require overtime. Candidate must be flexible to work overtime if needed.
Location: CTIA is currently operating on a hybrid work schedule with in-person requirements on Tuesdays, Wednesdays, and Thursdays in its Washington, DC office.
Location: CTIA is currently operating on a hybrid work schedule with in-person requirements on Tuesdays, Wednesdays, and Thursdays in its Washington, DC office.
This list describes general duties and responsibilities. It is not a complete list of duties. Incumbents may be required to perform additional tasks related to these duties.
CTIA does not discriminate on the basis of age, sex, color, race, national origin, religion, sexual orientation, gender identity or expression, family responsibilities, marital status, personal appearance, veteran status, political affiliation, matriculation, genetic information, pregnancy or related conditions, disability or any other characteristic protected by law.
