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Events Coordinator

Employer
TESOL International Association
Location
Alexandria, Virginia
Salary
Full Time
Closing date
May 17, 2024

View more

Job Role
Support Staff
Focus Area
Administration
Job Type
Full-time

Job Details

Position summary: Reporting directly to the Associate Director, Events (ADE), the Events Coordinator will be responsible for the day-to-day administrative activities related to the TESOL’s events, including answering general email and phone inquiries, scheduling meetings and academic sessions, and maintaining up-to-date specifications for the venues and vendors. TESOL events include an annual convention, a regional convention, an advocacy summit and/or other in-person events. Excellent attention to detail and ability to self-motivate are necessary to be successful in this position.
 

Responsibilities:

Administration:

  • Responds and provides solutions to member and non-member inquiries concerning events and membership (email and phone call)
  • Provides invitation letter, acceptance letter, and other documentations upon request

 

  • Applies check/ACH/wire transfer payments on registration records

 

  • Generates and updates necessary program statistical reports/special needs information

 

  • Creates program evaluation

 

  • Follows up with registration with unpaid purchase orders for timely payment

 

  • Leads the association on-site information desk team

 

  • Finalizes event registration summary and evaluation results, providing necessary reports

 

  • Supports local volunteer team leaders as needed

 

  • Assists ADE and the Conferences Professional Council on policies related to program content and procedures

 

  • Other duties may be assigned.

Adjudication:

  • Supports volunteer leaders and proposal reviewers through adjudication process

 

  • Manages the session abstract proposal collection, answers inquiries, and guides proposal submitters

 

  • Supports Education team with the planning of the ticketed events at TESOL convention

Registration and Housing:

  • Assists ADE with set up of registration and housing site

 

  • Manages event registration, housing, and needed reports

 

  • Provides registration confirmation, invoice, and other documentations upon request
  • Serves as the attendees’ main point of contact for registration/housing and provides solutions as needed


Schedules and Specifications:

  • Schedules meetings and academic sessions

 

  • Maintains up-to-date schedule for business meetings, convention offices, and academic sessions on abstract management system and event mobile app

 

  • Maintains up-to-date specifications for facilities and contractors with room sets, audio- visual, food and beverage orders.

 

  • Maintains up-to-date hotel complimentary rooms and special concessions list

 

  • Creates and maintains up-to-date session signages

 

  • Records no-show sessions for future reference

Position Experience and Education:

  • Bachelor’s degree in event management, hospitality management or related field

 

  • 1-2 years’ experience in conference or event management

 

  • Excellent computer skills and comfort with new technologies, with particular emphasis on MS Office Suite, Adobe Acrobat, and databases

 

  • Experience in a professional association preferred

 

  • Experience in volunteer management preferred

Required Knowledge/Skills/Abilities:

  • Excellent project management and organizational abilities

 

  • Excellent written and verbal communication skills

 

  • Excellent attention to detail and ability to problem-solve in robust data systems

 

  • Ability to self-motivate and productively work for a virtual-based organization

 

  • Ability to multi-task and meet goals in a timely and effective manner

 

  • Can-do attitude and flexibility to shift priorities as needed

 

  • Capable of adapting to a wide array of needs, personalities, and work styles

 

  • Comfort with and/or ability to learn cloud-based web solutions

 

  • Comfort and ability to trouble shoot technology challenges

Special Requirements of the Position:

  • Required to lift heavy objects: Up to 25 pounds
  • Required to travel: Yes, to attend training, site visits and annual convention
  • Position Status: Full-time, Non-Exempt

Company

TESOL International Association is a professional community of educators, researchers, administrators, and students committed to advancing expertise in teaching English to speakers of other languages worldwide. With over 10,000 members representing more than 150 countries, TESOL fosters the exchange of ideas, research, and peer-to-peer knowledge to create a world of opportunity for millions of people of all ages who want to learn English. TESOL advances its mission with programs, publications, and services to expand its global presence and connections throughout the field, share its knowledge and expertise, and amplify its voice through advocacy. For more information, please visit www.tesol.org

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