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Event Coordinator

1 month ago

Oak Hill VA, United States NAIOP Full time

Reports to : Vice President for Education Type : Full Time (In Office & Remote) – required three days in the Herndon, VA office Updated : June 2024 Position Overview : NAIOP, the Commercial Real Estate Development Association based in Herndon, Virginia, is seeking an event coordinator. This position provides logistical and administrative support for the Education team at NAIOP, supporting the 7-9 conferences and meetings annually, ranging from 20 to 1,500 people in the US and Canada. The event coordinator will work closely with NAIOP’s Senior Manager of Conferences, NAIOP’s event registration lead, and content planning team to execute successful conferences and meetings. Primary Responsibilities : Supports the Senior Manager of Conferences with implementing hotel logistics for select events, including food and beverage selection and orders, audio-visual equipment orders, room set-ups, guarantees, onsite vendor management, supporting preparation, and execution of event specifications. Supports the execution of securing vendors for NAIOP conferences. Provides support to the Senior Manager of Conferences on final bill reconciliation and processing invoices and expenses. Assists with updating staff documents, internal agendas, and note taking for NAIOP meetings. Provides administrative support for hotel rooming lists and reports. Monitors attendee room block and cross-checks with registration on a regular basis. Acts as the liaison between transportation vendors or NAIOP’s DMC vendor for reservations involving project tours and off-site events. Supports the production of signage for NAIOP conferences and works in collaboration with the Senior Manager of Conferences, registration lead, and marketing team. Communicates with confirmed speakers to collect bios and headshot photos and provide logistical information and reminders. Coordinates shipping logistics for assigned meetings and manages inventory and maintenance of event supplies and equipment in collaboration with the event registration lead. Processes conference and course registrations via NAIOP’s Protech database and responds to related emails and calls, as needed. Supports onsite conference registration when needed. Collaborates with the registration lead to manage the third party onsite badging vendor for registration. Supports the Sr. Manager of Conferences with identifying and analyzing feasibility of potential sites for future conferences based on proposals received. Supports the internal venue contract review, signature, and billing process for NAIOP meetings. As needed, visits properties to plan and prepare for upcoming events. Maintain strong communications with staff and vendors as needed. Supports the Education team inbox to field meeting questions as necessary. Manages compiling department files and tracking documents to include, but not limited to, housing and venue history. Send out post-event evaluations and update historical records. Additional Responsibilities : Participates actively and cooperatively on the Education team of NAIOP, including participating actively in regular team meetings and strategy sessions. Performs other duties as assigned based on the needs of the Association. Supervises: No supervisory responsibilities. Qualifications : Minimum of two years’ of experience in meeting and event planning for an association, non-profit or corporate organization. Bachelor's degree in a related field or commensurate with work experience. Demonstrated attention to detail and organizational skills. Ability to support multiple projects while maintaining thorough records. Requires the ability to be flexible and balance competing priorities. Professional demeanor and exceptional interpersonal and customer service skills, including the ability to work effectively and collaborate with colleagues at all levels, members, and vendors. Requires knowledge of conference facilities, hotels, and A/V equipment. Proficiency in Microsoft Office suite. Travel required for meetings during the year is approximately 15%. Including ability to work long hours including nights and weekends. Strong attention to detail, organizational, and interpersonal skills. Hybrid work schedule, with a required three days per week in NAIOP’s Herndon, VA office. PandoLogic. Category:Hospitality & Tourism, Keywords:Event Planner, Location:Herndon, VA-20171