Events Associate

4 weeks ago

Washington, United States Society of Experiential Graphic Design (SEGD) Full time

The Events Associate will work closely with the team to help plan and execute both in-person and virtual educational events and the annual conference. This is a key role under the supervision of the Director of Operations, involving hands-on coordination of contractors and volunteers in preparation for events. The Events Associate will manage logistics, including orders, shipping, on-site oversight, and overall event management. The ideal candidate will enjoy staying on top of tasks, engaging in hands-on collaboration, and demonstrating agility and flexibility with a welcoming demeanor.

Major Duties & Responsibilities: 

  • Research suitable event locations, hotels, and venues for conferences, workshops, and other events.
  • Update the SEGD website with comprehensive event details and registration options.
  • Provide participant and other stakeholder services from initial registration to constructing pre-event participant communications to post-event surveys and follow-up.
  • Coordinate with the team for all events to ensure shipments, signage, badge printing, audio-visual support, room setups, food and beverage orders, speaker and presentations coordinations are handled for all events.
  • Once event tours are confirmed by the content team, coordinate and finalize all tour logistics.
  • Collaborate with the Director of Education to manage speaker services from confirmation to expense reimbursement.
  • Partner with the Director of Partnerships to confirm sponsor and exhibitor arrangements for event logistics.

Qualifications: 

Education/Certification Requirements: 

  • Bachelor’s degree

Experience Level:

  • Minimum two years working in event planning
  • Non-profit or association experience preferred

Technical Skills

  • Experience with Google Workspace and Adobe Creative Suite preferred
  • Familiarity with databases and/or directories

Other Skills

  • Critical Requirement: Must possess exceptional attention to detail
  • Excellent communication skills, including public speaking, written composition, and computer operation
  • Ability to establish and meet schedules and deadlines
  • Ability to work with people and teams effectively, especially in stressful or difficult circumstances
  • Good leadership qualities
  • Excellent organizational, analytical, and problem-solving abilities
  • Ability to handle multiple overlapping activities
  • Ability to prioritize tasks in the face of many challenges
  • Ability to negotiate fairly and firmly with event personnel 
  • Experience in budgeting, program planning, and coordination
  • Available to travel (some overnight stays required)
  • Ability to professionally represent the association
  • Travel required approximately 4-6 times per year

Physical Demands

The physical requirements outlined here are indicative of those necessary for an employee to effectively carry out the essential duties of this role. Reasonable accommodations can be provided to enable individuals with disabilities to perform these tasks.

In this role, the employee will regularly communicate verbally and frequently engage in activities such as standing, walking, using hands, and reaching. They may occasionally need to sit, climb, balance, stoop, kneel, crouch, or crawl.

The employee should be able to regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds. 

This job description describes the general duties and responsibilities of the position. It is not a complete list of duties, and the staff member may be required to take on additional duties and responsibilities as required by the needs of the association.

PandoLogic. Category:Hospitality & Tourism, Keywords:Event Planner, Location:Washington, DC-20036

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