Conference and Events Coordinator - Pittsburgh, PA
The Minerals, Metals & Materials Society
Type: Full Time
Preferred Education: 4 Year Degree
The Minerals, Metals & Materials Society (TMS) a non-profit, 501(c)(3) international professional society of scientists and engineers, has an immediate opening for a locally based Conference and Events Coordinator. The coordinator supports and coordinates activities associated with planning and implementing events hosted or supported by the Society including annual meetings, specialty conferences, conference-support service events, and professional development events to achieve industry standard or better performance metrics. Day-to-day responsibilities include pre-, day-of-, and post-event logistics planning; efficiently leveraging resources; coordinating internal and external resources to ensure successful execution of events; managing expenses; and measuring performance through pre- and post-event reporting and analysis.
Headquartered in McCandless, a suburb of Pittsburgh, Pennsylvania, TMS is in the process of resuming in-office operations. This is an in-office position with the potential for occasional remote work. Travel is required once in-person events resume.
Bachelor's degree in business, hospitality, or equivalent experience with a minimum of two years of successful conference and event planning experience. Experience with large-scale conventions a plus.
Strong attention to detail and high-level of accuracy; solid budget management, record-keeping, and organizational skills.
Ability to work in a fast-paced environment with multiple priorities and deadlines occurring simultaneously.
Good judgment and effective decision-making and problem resolution skills, including the ability to determine the issues/problems that need to be brought to the attention of higher-level staff and/or management.
Proficiency with Microsoft Office, data management software, and web communication tools.
Excellent verbal and written communication skills.
Ability to coordinate international events, especially in areas where the primary language may not be English.
High degree of comfort in working with volunteers, particularly scientists and engineers, those working in industry, and those from outside of the USA. A science and engineering background is not required.
Ability to travel up to 25% of the time.
Coordinates pre-, day-of, and post-event logistics (both in-person and web-based) and provide administrative or management support to the Manager, Global Conferences and Events as needed for housing providers, vendors, and suppliers to conduct an event in a manner that attains industry-standard or better performance metrics for TMS and its clients.
Coordinate internal meeting and function requests for the TMS Annual Meeting & Exhibition and MS&T meetings. This includes collecting and sharing meeting details for schedule, set, audiovisual, and food and beverage needs with venue and vendors in addition to identifying conflicts (both real and potential) and working with staff to form solutions.
Maintain historical data and pre/post-event reporting, including weekly reports for the TMS Annual Meeting & Exhibition, webinar tracking report, and event dashboards.
Create and continually update Smartsheets for TMS events using defined template/timeline to ensure consistency across all events. In addition, serve as the staff lead for Smartsheet project management software to include user set up, training, troubleshooting, and database management.
Develop, maintain and distribute internal and external versions of the Calendar of Events (COE) for the TMS Annual Meeting & Exhibition and MS&T.
Lead the coordination of signage requests, orders, and proofing for the TMS Annual Meeting & Exhibition and MS&T with the goal of ordering all signs during the deepest discount timeframe.
Provide pertinent and relevant logistical information for event websites, promotional pieces, and registration forms, and proofread all for accuracy.
Serve as the logistical liaison with exhibition management companies and act as the main point of contact onsite at the TMS Annual Meeting & Exhibition.
Contribute to the pre- and onsite management of MS&T as part of the logistics team as directed.
Coordinate all meeting and course shipments to and from the event site.
Provides support to the Society’s sales efforts, as needed.
Position includes duties that require travel and occasional weekend work.
The Minerals, Metals & Materials Society (TMS) is a professional organization that connects minerals, metals and materials scientists and engineers who work in industry, academia, and government positions around the world. We create networking, publication, and professional development opportunities by convening international conferences, publishing books and journals, administering awards, conducting short courses and training, and developing standards for the professions we serve.
TMS is committed to advancing diversity in the minerals, metals, and materials professions, and to promoting an inclusive professional culture that welcomes and engages all who seek to contribute to the field. TMS recognizes that a diverse minerals, metals, and materials workforce is critical to ensuring that all viewpoints, perspectives, and talents are brought to bear in addressing complex science and engineering challenges. To build and nurture this diverse professional community, TMS welcomes and actively engages the participation of underrepresented groups in all of its initiatives and endeavors.