SPECIFIC JOB FUNCTIONS AND DUTIES: I. Vendor, Venue and Supplier Selection • Assist with site selection. Create and distribute RFPs and review and compare proposals with consideration of location of venue, proximity to airport, transportation, facilities and amenities, size and availability of appropriate meeting space, food and beverage costs, meeting and sleeping room rates. •Conduct vendor research and selection for meetings and events. Tasks include recommendation of suppliers; creation and distribution of RFPs; review and comparison of proposals;
II. Logistical Support for Training Programs • Coordinate and monitor deadlines. Update project management software (Basecamp) as appropriate. • Establish billing procedures with hotels for direct billing and/or credit card payment. • Assist in preparation of event specifications for functions, including set-up, audio visual and food and beverage requirements, taking into account specific needs of speakers and educational content. • Create and coordinate shipments to and from events. • Prepare onsite collateral (badges, agendas, booklets, etc.) to be distributed at programs. • Compile program evaluation results in Excel post event. • Manage hotel and travel arrangements for internal staff and speakers. Respond to participants with hotel queries as required. • Send out program information and reminders to participants as required. Work in CRM database to update participant contact details, create and edit programs, and manage registration lists as required.
III. Conference and Special Event Production Assist with execution and management for conferences, fundraising and other special events. Tasks include those outlined above for smaller meetings in addition to: • Contribute to development of project plans and timelines for internal staff. • Schedule team meetings, create minutes and action points arising from team meetings for internal staff (update Basecamp accordingly) • In collaboration with the Senior Director of Events and Business Development team, coordinate production of creative materials from design through delivery. • In collaboration with Senior Director of Events, develop onsite staffing plans and schedule. • Update onsite staff guidelines and training documents. • Conduct site inspections and planning meetings as necessary. • Develop shipping plan and communicate shipping/receiving information to staff and vendors. Inventory materials onsite and direct distribution to appropriate locations. • Participate in pre-con meetings with key venue, vendor and organization staff. • Assist with onsite operations of events including directing signage placement; ensuring execution of special needs requests; overseeing and monitoring room set ups; ensuring catering and AV requirements are implemented; and managing event security. • Assist Senior Director of Events with research for entertainers, music and vendors.
IV. Budgeting and Expense Tracking • Identify and recommend potential cost savings and efficiencies. • Assist Events and Programming team with budget updates as needed. • Process bills and invoices as needed.
V. Event and Project Schedules • Work with appropriate staff to develop calendar of events in advance of 12-month cycle, accounting for instructor and venue availability as well as holidays and other industry events. • Collaborate with Program Manager in creation of and updates to event and project plans.
VI. Miscellaneous • Track and recommend event best practices as appropriate. • General office support, including front desk/reception coverage, and other duties as necessary. • Travel as required. • Other duties as assigned.
The Programs & Events Coordinator provides logistical support for over a dozen professional training programs, two conferences and two fundraising events annually. This is a supporting role working closely with the Senior Director of Events.
Events range in size from 30-125 attendees for WICT training programs, and over 1,000 attendees for the annual WICT Leadership Conference and Touchstones Luncheon.
DESIRED EXPERIENCE AND SKILLS:
• Previous experience in an office setting with ideally 2-3 years’ experience within the event planning or hospitality industry. Association or non-profit experience preferred. • Proficient user of MS Office applications, including Word, Excel, PowerPoint • Good organizational skills, with the ability to prioritize and manage workload • Ability to handle multiple-tasks simultaneously • Good written and oral communication skills; customer service oriented • Meticulous attention to detail • Ability to work independently as well as part of a team
With nearly 40 years of success developing women leaders, Women in Cable Telecommunications (WICT) is a global organization positioned at the center of the media landscape. We provide the most powerful B2B network in the industry and an unparalleled suite of educational programs services and volunteer experiences to further your development as a leader.