FLSA Status: Salaried Exempt
Salary: $79,000 -$102,750 (commensurate with experience)
POSITION SUMMARY
The Events and Meeting Coordinator (EMC) is responsible for planning, organizing, and executing events and meetings that align with the organization’s goals and enhance its reputation. This role requires strong organizational skills, attention to detail, creativity, and the ability to manage multiple projects simultaneously. The EMC will collaborate with internal teams, vendors, and stakeholders to deliver high-quality events and meetings that provide engaging experiences for participants. This position reports directly to the Chief Operating/Financial Officer.
ESSENTIAL JOB FUNCTIONS
1. EVENT PLANNING & EXECUTION
- Coordinate all aspects of external and internal events and meetings including conferences, workshops, meetings and corporate social gatherings.
- Develop event timelines, and checklists to ensure seamless execution.
- Understand and help with contract negotiations.
- Assist with venue selection.
- Secure event catering, audiovisual support, rooming (if applicable). Collaborate with other staff for internal catering events/needs.
- Build and launch event registration website in events platform.
- Oversee on-site setup, registration, check-in, and breakdown of events and meetings.
- Oversee venues’ delivery of food and services in accordance with event contract.
- Responsible for monitoring controllable event/meeting costs and providing explanation(s) for significant overage variations.
2. VENDOR & STAKEHOLDER MANAGEMENT
- Research, negotiate, track, and manage contracts with vendors, suppliers, and service providers.
- Serve as the main point of contact for event partners and participants.
- Build and maintain positive relationships with sponsors, exhibitors, and stakeholders.
3. MARKETING & COMMUNICATION
- Collaborate with marketing and communications team to promote events through digital, print, and social media channels.
- Collaborate with marketing and communications team to prepare event materials such as invitations, agendas, signage, presentations, giveaways, etc.
- Initiate emails blasts and other communications pertaining to events and event news, collaborating with communications staff for execution
4. POST-EVENT FOLLOW UP & REPORTING
- Manage post-event surveying and delivery of continuing education certificates.
- Provide post-event reports, including participant feedback and recommendations for improvement.
5. QUALIFICATIONS
- Bachelor’s degree in Event Management, Hospitality, Communications, Marketing, or related field (or equivalent experience).
- 2+ years of experience in event coordination, planning, or related roles.
- Strong organizational, multitasking, and problem-solving skills.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite; familiarity with event management software is a plus.
- Ability to work flexible hours, including evenings and weekends, as needed.
- Exceptional interpersonal skills and a customer service mindset.
If interested, email cover letter and resume to: humanresources@acenursing.org
