The Meetings and Events Coordinator reports to the Director of Programs and is under supervision and direction of the Meetings and Events Specialists. The coordinator assists the specialists in administrative aspects of planning of conferences, seminars, workshops, courses and fundraisers with the goal of producing high quality events. Specific duties include fielding phone calls for events related inquiries, assisting participants with online registration, testing and proofing registration website and proofing all event related materials, importing registrants into contact database, coordinating all lists, reports and badges for events, collecting and filing speaker material, liaising with state licensing bodies, obtaining quotes and ordering from outside vendors, maintaining events history information, maintaining and updating event documentation, coordinating materials shipping for events, scheduling event committee meetings and other appointments/travel for specialists and director, take meeting minutes, and potentially travel to local events to assist with registration desk and onsite logistics.
Areas of responsibility include:
Assist Director of Programs in maintenance of event milestone schedules
Handle registration requests/inquiries via email and phone including registering for attendees through online registration site, importing registrants into contact database, communicating with attendees and exhibitors on proper listings for all event documentation
Schedule organizing committee meetings/conference call support including preparation of agendas, taking attendance and minutes
Assist with obtaining quotes from outside vendors for various events related items such as temps, printing projects, photographers, entertainment, tours, dinner locations, etc.
Assist to proofread all event related marketing and handout documents
Assist with the arrangement for onsite temps as requested by Director of Programs and Events Specialists
Create the shipping list for all events in partnership with Administrative Services Clerk in ensuring all materials are shipped to events
Compile badges for each event for shipping to site
Complete requirements of New York State professional engineering licensing board and send required materials
Support Set-up and Management of Abstract/Paper Submission and Review Sites
Collect and track speaker materials and format materials for upload to online proceedings sites
Manage the Annual Conference Digital Sourcebook project
Order and submit data for event room keys, when applicable
Create Emergency Contact Lists for events
Assist with the creation of Script/Production Schedule to aid in large conference management
Create Registration Desk FAQ document
Order plaques/awards, when necessary, for events
Assist with population of conference mobile app information via excel spreadsheets
Accompany Events Specialists onsite for event execution, as necessary, and make own travel arrangements in coordination with Events Specialists: hotel, flight and ground transportation
Enter and update event history tracking system with information on Room pick-up, attendance, space statistics, guarantees and actual statistics for food and beverage, etc.
Other administrative tasks and projects, as assigned
Education and Experience: Associate Degree or related experience.
Work Environment: Working conditions are normal for an office environment. Work might require occasional weekend or after hours’ work.
Physical Requirements: Work is in an office and primarily sedentary in nature. Working onsite at a local event requires a lot of standing, walking, carrying and packing materials.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Experience in managing data in spreadsheets and in database administration, data imports and exports, developing reports.
Must possess excellent analytical, organizational, and communication skills.
Knowledge of the nonprofit processes and membership/volunteer relations.
Must have a strong customer service orientation and be comfortable on the phone addressing inquiries.
Must be able to organize and prioritize work, be proactive, take initiative, resolve problems, follow through, and simultaneously manage multiple priorities to ensure goals are met in a timely manner.
Must be comfortable working in a close-knit, team environment where attitude and work ethic matters.
Microsoft Office proficiency; Excel, Word, PowerPoint, Outlook, etc.
Experience in online registration software such as Cvent, Regonline, Etouches.
Experience with using proofreader’s marks/light editing in Adobe Acrobat
About Deep Foundations Institute
Deep Foundations Institute (DFI) is an international non-profit association of contractors, engineers, suppliers, academics and owners in the deep foundations industry. Our multi-disciplinary membership creates a consensus voice and a common vision for continual improvement in the planning, design and construction of deep foundations and excavations. We bring together members through networking, education, communication and collaboration. With our members, we promote the advancement of the deep foundations industry through technical committees, educational programs and conferences, publication of guides and specifications, a peer-reviewed journal, a flagship magazine, research, government relations and outreach. DFI has more than 3,000 involved, knowledgeable and committed members worldwide.