Events Coordinator

Position Summary: A highly organized and detail-oriented person to act as a registrar, responsible for setting up meetings on the NWRA website, register members, maintain the meetings calendar, and assisting the VP of Meetings with meeting logistics & various related event tasks. This position works closely with the communications part of the department on all communications assets for events. The coordinator will manage multiple projects with minimal supervision manage multiple tasks efficiently.

If you are interested in applying for this position, please send an email to with the subject line reading, "NWRA Events Coordinator Position," and attach both a cover letter and resume.

Essential Duties and Responsibilities:

Essential duties and responsibilities include the following. Other duties may be assigned. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to performthe essential functions.

Event Registration: Manage event registration processes, including the creation and maintenance of Swoogo registration websites. Maintain registration reports and attendee lists as requested. Organize and enter content into mobile meeting app for minimum of 4 -6 events per year.

• Member Registration: Handle attendee inquiries and provide customer service support related to event registration.
• Calendar Management: Maintain and update the Swoogo meetings calendar ensuring all events are accurately reflected. Additionally keep the internal events calendar and external industry calendar up to date.
• General Support: Provide administrative support to communications and events department, assist with special projects and other duties as required helping to execute and advance the association's agenda. Attend site visits when necessary and work with vendors and suppliers to help ensure all event needs are met.
• Meeting Materials: Coordinate & prepare meeting shipment including general supplies, sponsorship materials, badges, meeting materials (documents, agendas, etc.), and signage to events as needed. Working communications staff, order new items/supplies as needed including sponsorship fulfillment and ensure all promotional items are ready for distribution.
• On-site Event Management: Provide on-site support during events, including managing registration desks, coordinating with vendors, and assisting with event setup and breakdown. Assist with troubleshooting issues and providing excellent customer service to attendees. Manage signage on-site and ensure placement is correct for each scheduled event.
• Post-Event Responsibilities: Assist in post-event evaluation and analysis, including the collection and analysis of attendee feedback. Prepare post-event reports and summaries for internal and external stakeholders.
• Event Coordination: Create and execute a plan, working with communications director, on role of department in chapter meeting and event support.
• Administrative Tasks: Perform general administrative duties, including answering phones, managing emails, and other tasks as assigned.

Job Knowledge, Skills and Abilities:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.The requirements listed here are representative of the knowledge, skill and ability required.

• Demonstrated verbal and written communication skills with an ability to support the production of effective communications
• Strong attention to detail in composing, typing and proofing materials, establishing prioritiesand meeting
• Ability to work in a fast-paced environment with demonstrated ability to juggle multiple competingtasks and
• Strong analytical, interpretive, evaluative and constructive thinking
• Excellent interpersonal, communication and organization

Education, Work Experience and/or Licensure

Bachelor's degree and two to four years of event planning and execution experience.

• Association event experience preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience working in Swoogo event software.
• Strong organizational and multi-tasking skills.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team.
• Attention to detail and problem-solving skills.
• Database knowledge (Salesforce preferred but not required).

Language Skills

• Must have strong command of the English language.

Physical Demands

The physical demands listed here are representative of those that must be met by an employee to successfully perform the essential functions of his/her job. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to sit for long periods of time, stand, travel up and down stairs, crouch, stoop and reach.
• Ability to lift up to 25 lbs.

Work Environment

The work environment characteristics listed here are representative of those an employee encounters while performing the essential functions of the job. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The position requires considerable concentration and creativity. It is subject to stress caused by a changing environment, tight deadlines and workload.
• The noise level in the work environment is usually quiet to moderate.
• This position requires attendance in the office during business hours.
• Travel required for this position is approximately 15 - 30%.

The above statements are intended to describe the general nature and level of work being performed by an individual assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified.