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Event Coordinator

2 months ago

Herndon, Virginia, United States NAIOP Full time
About the Role

National Association of Industrial and Office Properties (NAIOP) is seeking a highly organized and detail-oriented Event Coordinator to join our Education team. As an Event Coordinator, you will play a critical role in supporting the planning and execution of conferences and meetings, ensuring seamless logistical and administrative support.

Key Responsibilities
  • Logistical Support: Assist the Senior Manager of Conferences with implementing hotel logistics, including food and beverage selection, audio-visual equipment orders, room set-ups, guarantees, and onsite vendor management.
  • Vendor Management: Support the execution of securing vendors for NAIOP conferences, including final bill reconciliation and processing invoices and expenses.
  • Administrative Support: Assist with updating staff documents, internal agendas, and note-taking for NAIOP meetings.
  • Hotel Rooming Lists: Provide administrative support for hotel rooming lists and reports, monitoring attendee room block and cross-checking with registration on a regular basis.
  • Transportation and Signage: Act as the liaison between transportation vendors or NAIOP's DMC vendor for reservations involving project tours and off-site events, and support the production of signage for NAIOP conferences.
  • Speaker Communication: Communicate with confirmed speakers to collect bios and headshot photos, and provide logistical information and reminders.
  • Shipping and Inventory: Coordinate shipping logistics for assigned meetings and manage inventory and maintenance of event supplies and equipment in collaboration with the event registration lead.
  • Registration and Badging: Process conference and course registrations via NAIOP's Protech database, respond to related emails and calls, and support onsite conference registration when needed.
  • Site Selection and Venue Contracts: Support the Sr. Manager of Conferences with identifying and analyzing feasibility of potential sites for future conferences based on proposals received, and support the internal venue contract review, signature, and billing process for NAIOP meetings.
  • Post-Event Evaluation: Send out post-event evaluations and update historical records.
Additional Responsibilities
  • Team Collaboration: Participate actively and cooperatively on the Education team of NAIOP, including participating actively in regular team meetings and strategy sessions.
  • Other Duties: Perform other duties as assigned based on the needs of the Association.
Requirements
  • Experience: Minimum of two years' of experience in meeting and event planning for an association, non-profit, or corporate organization.
  • Education: Bachelor's degree in a related field or commensurate with work experience.
  • Skills: Demonstrated attention to detail and organizational skills, ability to support multiple projects while maintaining thorough records, professional demeanor, and exceptional interpersonal and customer service skills.
  • Travel: Travel required for meetings during the year is approximately 15%, including ability to work long hours, including nights and weekends.