Events Coordinator

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