Event Coordinator

POSITION SUMMARY

The Event Coordinator supports the work of the YouthBuild Academy for Transformation (AfT) by assisting in the planning and coordination of various YouthBuild conferences, events and trainings ranging in size from 15-300 attendees and primarily serving program directors, staff and graduate leaders. Travel will be required for most events, spaced approximately once a month and away for 3-5 days at a time. Each event will likely be in a different stage of development, requiring multi-tasking flexibility by the Event Coordinator as well as detail-oriented project management. Responsibilities include, but are not limited to:

SPECIFIC RESPONSIBILITIES:

• Gathers information necessary with others to plan the logistics for each event (participant information, location, dates, audiovisual [A/V], room set-up, etc.)
• Researches and locates venues necessary to host events (hotels, conference centers, etc.)
• Negotiates group contracts for lodging, event space, food & beverage and A/V needs
• Coordinates pre-conference registration (on-line database management, attendee confirmations and registration communication)
• Packages and ships materials and supplies to events (registration packets, signage, name tags, rosters, handouts, binders, office supplies, A/V equipment)
• Oversees A/V inventory, borrowing, and maintenance
• Manages on-site registration process, event logistics (including A/V set-up), communication with venue, attendee and staff support
• Books travel for attendees as needed
• Assists with administrative duties such as post-event tasks (evaluation summaries, hotel bill reconciliation, vendor invoices and contracts, participant payments, attendee communication, unpacking and restocking of supplies/equipment, fiscal payments [coding and tracking no-shows])

ADDITIONAL RESPONSIBILTIES:

• Available for non-Academy events on varying levels of logistics support
• Provide Academy administrative support
• Organize and document all event requirements clearly and accurately
• Educate organization about the event, travel and hospitality industry
• Establish and maintain positive working relationships with all vendors
• Work as liaison between YouthBuild USA staff and vendors to fulfill requests
• Outline and communicate event systems, policies and standards to wider organization
• Manage and maintain event technology and supply inventory
• Periodically updates VENUE LIST (list of hotels/venues) to share with wider organization
• Communicate and interact effectively with all YouthBuild USA departments

SKILLS AND EXPERIENCE:

• Organized, capable of handling multiple projects and requests simultaneously, detail-oriented, ability to meet deadlines, excellent at follow-through, has initiative to solve problems and improve systems
• 2+ years of event management experience (Conferences, Trainings, Special Events)
• Computer skills: Microsoft Windows, Office (Word, Excel, Outlook, PowerPoint)
• Event Technology: Data projection, Audio, Video, and Office equipment
• Technical: Audiovisual equipment setup and maintenance
• Organized, capable of handling multiple requests and tasks, detail-oriented, ability to meet deadlines, excellent at follow-through, and has initiative to solve problems or make procedures more systematic and effective
• Excellent interpersonal and written/oral communication skills
• Can work both independently and as part of a team
• Travel required (as much 3-5 days/month)
• Works well under pressure

If you are interested in learning more about YouthBuild USA, please visit our website at www.youthbuild.org. If you are interested in applying for this position, please send your cover letter and resume to: Job Search, YouthBuild USA, 58 Day Street, Somerville, MA 02144 or you may apply on-line @ http://www.youthbuild.org/apply. Please apply by October 17, 2014. YouthBuild USA is an Equal Opportunity Employer M/F/Disabled/Vets.