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Events Coordinator

Company: The Language Conservancy
Location: Bloomington
Posted on: December 5, 2019

Job Description:

Do you enjoy the satisfaction of making a difference in the world with the work you do? Do you like to travel? Are you known for being able to handle complex tasks and be a problem solver? Have you ever been called a fixer and a great communicator? Do you like to travel?
If you answered YES to these questions, we want to meet you! The Language Conservancy, a leading nonprofit organization that works with Indigenous communities to preserve their endangered languages, is currently seeking a full-time, experienced Events Coordinator to join our team.Candidates must be able to perform a variety of standard and frequently complex administrative tasks, support the Executive Director, and organize events for the organization while ensuring the smooth functioning of the main office team.
POSITION RESPONSIBILITIES:In cooperation with the Development, Language Revitalization, and Sales Departments, the Events Coordinator will provide coordination for successful event management- providing a wide range of administrative leadership related to the planning, promoting and execution of all organizational events, conferences, tradeshows, fundraisers, galas, product releases, Summer Institutes, workshops, board meetings, professional development and education programs with care, precision and professionalism.
The Events Coordinator will assume primary responsibility for event logistics including:

  • developing/revising registration websites and related materials as needed for each event; Scheduling and agenda development;
  • Preparing and distributing all event attendee rosters to appropriate staff; Arranging extensive travel (international and domestic) and other meeting logistics as required; securing venues;
  • Coordinating contracts, hotels, housing, transportation, food, supplies, shipping, flights, rental cars, and other;
  • Organizing and coordinating registration packets;
  • Providing onsite registration staff support for attendees; maintaining event supply inventory as well as the shipping and on-site organization; managing space and equipment rental; managing AV needs and catering;
  • maintaining accurate and complete participant and financial records and databases for all event participants or donors;
  • and identifying, recruiting, training and managing high impact volunteers who will assist the organization in increasing concern and awareness as well as growing revenue.

  • The Events Coordinator will work with leadership to establish budgets, work plans and timelines for events. Also, in coordination with the Public Relations Manager and Development Director, the EC will secure sponsorships and media partnerships and promote interest in events using local resources, social media, and other promotional avenues.
    The EC must be able to communicate very well- distributing information and maintaining extensive communication flows from the Executive office to other TLC departments and offices and external partners. The EC must be able to handle a variety of internal and external requests, manage the calendar of the Executive Director, and coordinate organizational calendars. In addition, the EC will need to able to answers complex inquiries- requiring detailed knowledge of departmental procedures; compose thank you letters; and do background research. The EC must have an excellent memory and recall, while also maintaining updated systems and contact database.
    • Strong experience with providing a full range of high-level independent administrative support.
    • Proven skills to coordinate complex activities; including: calendaring, travel arrangements, events, public relations, development, special projects, and community relations in a fast paced environment using independent judgment to organize and prioritize office functions.
    • Demonstrated ability to perform operations functions with skills in accuracy and an attention to detail.
    • Proven experience with successful event planning and coordination of special events. Ability to handle logistics of a wide variety of special events including meetings, fundraisers, conferences, and workshops.
    • Proven experience analyzing and identifying problems- independently resolving discrepancies with ability to recommend solutions, contributing effectively to support organizational objectives.
    • Demonstrated strong computer skills, including high proficiency with MS Office Suite (Word, Access, Excel, PowerPoint), Adobe Acrobat, calendaring, and web-based registration applications.
    • Demonstrated skills in utilizing a database for access to data, data entry and data retrieval.
    • Demonstrated ability to work independently, and as a part of a collaborative team, to organize, and to establish job priorities to meet deadlines and constantly changing priorities.
    • Proven ability to interact and communicate effectively and professionally with diverse clientele, including prominent figures, international visitors and dignitaries, elected officials, faculty, staff and students.
      Three years relevant work experience in a business environment with two years; work experience providing operational support for program services, preferably in a non-profit or service-oriented environment. Ability to travel to meetings and conferences at hotel facilities or at other organizations; locations. Occasional evening and weekend work is required. Willingness and ability to work as necessary.
      Qualifications and Requirements
      The Events Coordinator must have very strong organizational skills to manage multiple tasks in a fast-paced environment with a significant workload and changing priorities- be highly organized, detail-oriented, efficient, and meet deadlines under pressure.
      The Events Coordinator must also have:
      • Excellent organizational, planning and problem-solving skills; be a fixer;
      • Ability to initiate and manage complex processes, with high-level of attention to detail. Ability to work and make judgments independently and take initiative- Well-disciplined, resourceful, and a self-starter.
      • High level of integrity and initiative. Strong general administrative office skills, including typing, computer competency, data entry, operating office equipment, answering phones. Knowledge of administrative procedures, such as coordination of people and resources, planning, and resource allocation.
      • Understanding of fundraising best practices, and organizing and planning special events.
      • Excellent interpersonal, written and oral communication skills, including maturity, and flexibility.
      • Ability to communicate effectively and diplomatically with external contacts and staff at all levels, while also maintaining confidentiality.
      • Excellent written and oral communication skills with strong business writing skills for drafting, editing/proofing routine correspondence.
      • Willing and able to travel in US and Canada- approx. 1-2 times per month. (Approx 14 weeks total)
        The EC must have a background or interest in nonprofit or advocacy work and commitment to the mission of the TLC. The EC must have a Bachelor's degree and at least 3 years; prior office experience providing administrative support; experience in a policy, legal or corporate office environment is a plus and education and experience in nonprofit special event fundraising. Previous experience with development, grants, or international organizations is also a plus.The EC must also have:
        • Ability to work a flexible schedule, including evenings, early mornings and occasional weekends.
        • Ability to travel as needed to perform job duties.
        • Ability to lift and move up to 30 lb.
        • Must have valid driver's license, vehicle insurance and reliable transportation.
        • Professional presentation, appearance and work ethic.
          Job Type: ContractJob Type: Full-time

Keywords: The Language Conservancy, Bloomington , Events Coordinator, Other , Bloomington, Indiana

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