Events Coordinator

General Summary:

The Events Coordinator for the American Legion Auxiliary (ALA) is a professional member of the national headquarters staff whose responsibilities include serving as the conference registrar and travel coordinator for national meetings and events. The individual must be detail-oriented, demonstrate an attitude of hospitality, exemplify high customer service standards, and be able to multi-task with a variety of duties.

Key Responsibilities:

• Serves as primary events registrar managing event registration system, primarily via Cvent – inclusive of creating electronic registration, ensuring registration and event detail accuracy.
• Analyze registration and travel data to identify underlying issues and trends reporting to manager and director.
• Manage travel authorization and expense reporting/approval via Concur according to the ALA travel reimbursement policy and procedures.
• Maintain proficiency with software applications/programs and/or department specific systems as required.
• Resolve conflict and negotiate with others. Handle complaints, disputes, and offer solutions to settle conflicts.
• To provide consistently pleasant and efficient customer service both with staff at National Headquarters and Volunteer members, which includes prompt and efficient responses, on the phone, via email and in person.

Essential Job Functions:

Registration:

• Serves as the registrar for national meetings and events, which requires learning/mastering all components of the event management system and related database functions.
• Ensures registration and event detail accuracy by performing data cross-checks.
• Assists the Events Manager in the development and ongoing maintenance of registration and housing tracking spreadsheets and historical records.
• Identifies new opportunities to utilize event management system to improve efficiency and attendee experience.
• Supports the event planning team including badge printing, attendee list formatting, on-site registration support, speaker housing coordination, staff travel and housing, material assembly.
• Conducts regular housing audits of guest room block at event hotels and reaches out to registrants without rooms and unregistered individuals in a room block.
• Produces registration related reports as needed including formatting attendee lists, demographics reports, and marketing reports.
• Edits and reviews event registration details and coordinates registration packet assembly for events.

Travel Coordinator:

• Act as main point of contact for all events and meetings travel requiring travel authorization per the national travel reimbursement policy and procedures; includes but not limited to creating process for requesting travel authorizations, creating authorizations, tracking authorization action (travel booked), etc.
• Manage reimbursement process. This includes training volunteers and staff on Concur Expense, writing Concur Expense procedures, expense approval and denial based on travel reimbursement policies.
• Maintain and monitor Concur user account to include account creation, changes, and deletion of Concur profiles and user roles.
• Assist with system configuration, exporting, mapping, and importing data.
• Manage and maintain Request and Expense audit rules and e-mail reminders.
• Update the Concur system to fix defects or to complete minor enhancement requests with oversight and coordination with the Manager.
• Submit cases to Concur Support, when needed.
• Monitor the travel and expense (T&E) reimbursement process, timelines, adherence to corporate policy, and issue resolution.
• Respond to employee and volunteer inquiries regarding policy, report submission, and credit card administration.

Meeting Logistics/Event Planning:

• Works and confers with the Event Manager and other staff members to assist with planning and event execution, including physical movement of materials and setup of meeting space, food service and audio/visual (A/V) equipment.
• Coordinates services with vendors for travel, A/V, and food service, including the accommodation of special needs. Coordinating services for events, such as facilities, catering, signage, displays, printing, event security, etc.
• For specific assigned events, tasks include budget management and expense tracking, including a post-event review of invoices and negotiating with hotels and/or vendors as necessary to resolve discrepancies.
• Assists virtual training and meetings as needed.
• Assists event team with developing and updating event project timelines and procedures within the event management system.
• Assist with packing and physical load-out/in for events.
• Cross trains with other programs and events team members.
• Supports all aspects of events team operations, including following office procedures, organizing, and using filing systems, maintaining department work areas, and related duties.
• Performs all other duties as required.

Travel:

• This position requires travel and meeting support up to 15 percent of the time, including at least one to two extended periods ranging approximately 7-13 days in duration.
• Five to 10 meetings both in Indianapolis and out of state are required, and include evenings and weekends.

Knowledge, Skills and Abilities:

• Overall, must demonstrate a willingness to learn new programs and contribute to group knowledge as appropriate. Preferred experience with Concur Expense and Cvent.
• Provides customer service support and responds promptly to e-mails, phone calls, etc., from customers/members inquiring about meetings, events, training, and expense reimbursement. Position continually requires consistent poise, tact, and diplomacy.
• Proficiency in the use of personal computers, common A/V equipment and a variety of software applications in networking conferencing software, Video Conferencing Software, word processing, spreadsheets, database, and presentation software (e.g. Microsoft Office Suite products) in a networked environment.
• Solid understanding of the principles and standard practices of meeting planning and logistical complexities, including basic budget management and fiscal accountability.
• Ability to manage time to complete multiple tasks and demands by deadline.
• Strong communication (oral as well as written) and interpersonal skills to work effectively with staff, vendors, clients, and American Legion Auxiliary members.
• Ability to handle sensitive and confidential situations with individuals at all levels of the organization.
• Continual attention to detail in composing and proofing materials, establishing priorities, and meeting deadlines.
• The ability to lift and move objects up to 50 pounds.
• Strong commitment to caring for our country's veterans and military families.

Education and Experience:

To be eligible for this position, candidates should meet one of the following criteria:

• Two years of work experience in events, hospitality, office management, or related or equivalent combination of education in field where skills are transferrable to the hospitality industry.
  
• Education equivalent of at least 2 years post-high school.
  
• Related work experience must be functional work experience that gives the employee the required knowledge, skills, and abilities to perform the work of this position.
  
• Preferred experience:
  • Non-profit experience.
  • ALA members and/or Veterans.

Over the years, The American Legion Family has influenced considerable social change in America, won hundreds of benefits for veterans, helped military families through transition, and produced many important programs for our country’s youth. Today, ALA members across the country are helping military families cope with the effects of multiple deployments. The toll on our all-volunteer force and their families has been enormous. The Auxiliary’s efforts are focused in three primary areas:

• Veterans/Military Support & Advocacy
• Family Support
• Youth Development

American Legion Auxiliary is always looking for talented, self-motivated individuals to join our team. If you think you are ready to be a part of an exciting team, then we encourage you to continue with this applicant friendly, online job application!
American Legion Auxiliary is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, age, national origin, ancestry, citizenship, disability, or veteran status.

Competitive benefit and compensation package includes:

• Medical, Dental, Vision, and Flexible Spending Account
• Employer paid Short Term and Long Term Disability Coverage
• Employer paid Basic Life and AD&D Coverage
• Paid Time Off
• Volunteer Time Off
• 13 Paid Holidays
• 401K match up to 3%
• Flexible and Hybrid Scheduling
• Onsite Parking
• Direct Deposit