Virtual Events Specialist

Description:

The American Counseling Association (ACA) is the world’s largest organization representing professional counselors in various practice settings.

Our vision: We are the preeminent advocate and resource for professional counselors and their clients in a world where everyone has access to mental health services.

Our mission: Advancing mental health and well-being through advocacy, community, inclusion and research.

Our values: Diversity, Equity & Inclusion, Integrity, Proactive Leadership, Professional Community & Relationships, Scientific Practice & Knowledge, Social Justice & Empowerment.

All American Counseling Association team members are encouraged, supported, and expected to demonstrate The Way We Work Values: Be Flexible, Be Creative, Be Empowered, Be Inquisitive, Be Collaborative and Be Respectful.

Job Purpose

The Virtual Events Specialist supports the professional development of counselors and counselor educators through virtual education events. This position is responsible for coordinating and executing up to 40 annual webinars and 2-3 virtual conferences and requires strong organizational skills, attention to detail, and works closely with internal teams and external partners to ensure the success of each event, from planning and promotion to execution and post-event follow-up.

Key Responsibilities

Virtual Event Management

• Meticulously adhere to processes for the lifecycle of each presentation submission to minimize delays.
• Manage and enforce deadlines with extensive follow-up and reminders to ensure event registration is open on time.
• Monitor and track registration progress across various tools as needed: IMIS (AMS).
• Master the Zoom platform to deliver assigned webcasts and online workshops.

Speaker & Content Coordination

• Serve as the key point of contact for speakers. Initiate correspondence with speakers upon selection and support them through program development – before, during, and post-event.
• Communicate and manage speaker logistics, expectations, and deadlines.
• Conduct rehearsal calls with speakers and ACA Technology prior to each event.
• Track all aspects of speaker management across various tools as needed.

Stakeholder & Participant Communication

• Provide event updates to technology and marketing for collateral and websites.
• Collaborate with Marketing to ensure clarity in communication with attendees.
• Review digital promotional materials for accuracy and consistency.
• Conduct QC review of external communications, such as confirmation emails, thank you emails.

Operational Oversight

• Expedite contractual and financial obligations and manage timelines.
• Process speaker reimbursements/honoraria.
• Monitor budgeted expenses for each virtual event to meet goals.
• Conduct QC reviews of web content to ensure products are presented accurately to all stakeholders.

Continuous Improvement & Support

• Compile survey results and satisfaction scores for each virtual event.
• Evaluate feedback, identify improvement areas, and suggest solutions in a debrief report for each event.
• Provide solutions-oriented customer service and monitor education support inboxes.

Requirements:

• Bachelor’s degree in related field or equivalent work experience.
• Minimum of 5 years’ experience in event production and virtual platforms.
• Experience with effective project management; data management and related documents.
• Demonstrated proficiency with events related software (Zoom experience preferred).
• Demonstrated ability to multi-task and meet strict deadlines.
• Excellent overall computer skills, proficient in MS Office, with advanced knowledge of Excel and PowerPoint preferred.
• Excellent verbal and written communication skills.
• Effective customer service skills.
• Ability to travel as needed.

Location & Flexibility: Hybrid.

An Equal Opportunity/Affirmative Action/Pro Disabled and Veteran EmployerAt ACA, Equal Employment Opportunity is our commitment and goal. All qualified candidates will receive consideration for employment without regard to race, national origin, gender, age, religion, disability, sexual orientation, veteran status, marital status or any other protected status designated by federal, state or local law.