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Events Coordinator

2 months ago

Arlington, Virginia, United States SNAC International Full time
About SNAC International:

SNAC International stands as the premier global trade association for the snack sector, representing over 400 companies across the globe, including suppliers, marketers, and manufacturers. Built on the foundations of education, advocacy, and networking, SNAC is dedicated to fostering connections within the snack industry to drive growth and opportunity.

Position Overview:

This role presents an excellent opportunity for an individual who is enthusiastic about orchestrating exceptional events while contributing to a dynamic and collaborative team environment. The Meetings & Events Coordinator will assist the meetings and events team in the planning, coordination, and execution of SNAC International's various meetings, conferences, and events. This position demands a meticulous and organized professional with outstanding communication and customer service abilities, capable of managing multiple projects concurrently in a team-oriented setting.

This is an in-office position. Team members are expected to be present in the office from Tuesday to Thursday, with a hybrid work-from-home option available on Mondays and Fridays.

Key Responsibilities:

- Support the planning and execution of 8-10 meetings, conferences, and events annually, including the flagship convention, educational initiatives, networking gatherings, and webinars.

Registration Oversight: Oversee the event registration process, which includes the development and maintenance of registration websites and databases. Address attendee inquiries and provide customer service assistance related to event registration.

On-site Event Coordination: Deliver on-site support during events, which encompasses managing registration desks, liaising with vendors, and assisting with event setup and teardown. Ensure seamless event execution by troubleshooting issues and offering exemplary customer service to attendees.

Post-Event Duties: Aid in the evaluation and analysis following events, including gathering and assessing attendee feedback. Prepare post-event reports and summaries for both internal and external stakeholders.
  • Coordinate Banquet Event Orders, including menu selections, room arrangements, audiovisual needs, and program schedules with the venue.
  • Collaborate with vendors and suppliers to fulfill all event-related requirements.
  • Be available for travel to attend all SNAC events, including those in the DC area and other locations requiring flights.
  • Manage day-to-day administrative tasks related to events as necessary.
  • Plan and participate in pre-event site visits.
  • Monitor event budgets and expenditures.
  • Review final invoices from events and report any discrepancies directly to the venue.
  • Work with the marketing department to create, edit, and approve event signage. Oversee signage placement on-site to ensure accuracy for each scheduled event.
  • Coordinate and procure sponsorship requirements.
  • Contract and develop mobile applications for annual events.
  • Attend industry-related events as needed throughout the year.
  • Provide support to the marketing department, advocacy department, and CEO as assigned.
  • Function as the in-office event planner for ad-hoc meetings or lunches.
This role reports to the Director of Industry Affairs, who oversees the Meetings & Events Department.

Qualifications:
  • 2-3 years of experience in event planning or coordination within a corporate setting.
  • Demonstrated success in organizing creative and impactful events.
  • Experience collaborating with colleagues in event planning, sales, marketing, and communications.
  • Exceptional organizational, communication, writing, negotiation, and multitasking skills.
  • Strong customer service orientation.
  • Willingness to travel as required.
  • Bachelor's degree.