Texas Association for School Nutrition
Job Description
Position: Meeting/ Event Coordinator
Wage/Hour Status: Exempt
Term Employed: Full-Time with some overnight travel
Salary: Starting $58,000 ( based on experience)
Report to: Executive Director
Qualifications: Associates or bachelor’s degree preferred. Experience in meeting planning. Meeting planning certification required in the next 24 months from employment start date.
Special Knowledge and Skills: Must have knowledge of association related meetings; general planning and marketing practice; be able to plan conferences/events with budgetary constraints; prepare and communicate written project documents as requested. Be able to effectively communicate with members, have a neat, clean, and professional appearance.
Must possess excellent verbal and written communication skills, be able to work independently with ability to prioritize, and organize work; meet deadlines and follow through to completion on lengthy projects; must be flexible and receptive to change; must work harmoniously with staff members, association members, and volunteers.
Primary Functions: Planning, organizing, and coordinating all aspects of TASN meetings, training seminars, summits, and conferences; Must be able to oversee multiple events at one time, face numerous deadlines and work effectively with volunteer committees and interface with association members.
Special Conditions: Ability to: sit, stand, walk, climb stairs, and lift 25 lbs., Travel by car, plane, bus, or train. Overnight travel from one (1) to six (6) days.
Meetings to include but not limited to:
TASN Board/Committee Meetings
TASN Industry Seminar
TASN Strategic Plan Meeting (every three years)
SNA Legislative Action Meeting (Washington, DC)
TASN Conference Planning Meetings
TASN Annual Conference
Responsibilities:
1.1 Manage planning for a variety of meetings, conferences, seminars, summits, and workshops.
Revised July 2022
1.2 Ensure logistical details including room set-up, audio visual, transportation, housing, and food and beverage for meetings/events.
1.3 Provide daily operational support for the staff, members, Industry, and other client team members as required.
1.4 Provide input, suggestions, and recommendations for current and future meetings.
1.5 Respond to client requests in a timely professional manner.
1.6 Participate in contract negotiations with a variety of venues and vendors for meetings.
1.7 Manage all telephone, written and electronic inquiries and requests for information in a professional manner
1.8 Travel regularly to attend pre-planning meetings and to visit prospective meeting sites
1.9 Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise.
1.10 Track budgets to ensure revenue and expenses are within established budget.
1.11 Review and reconcile event billing.
1.12 Monitor timelines for multiple events.
1.13 Collaborate effectively with volunteer committees to ensure meeting objectives are met.
1.14 Conduct post-event evaluations to provide and collect information for the success of future events.
1.15 Compile information and work with the graphic designer on the TASN Conference Guide and
Conference App.
1.16 Create, edit, proof, and print all brochures, flyers, agendas, and signs (signs created with graphic designer).
1.18 Solicit and retain advertisers for the TASNews publication
1.19 Work directly with the graphics designer on the TASNews. Including but not limited to drafting articles, securing ads, and proofing.
1.20 Update and edit website information weekly
1.21 Prepare digital quarterly newsletter and maintain Social Media sites (Facebook, twitter, etc.)
1.22 Create TASN Sponsorship for all events.
1.23 Manage vendors on-site to ensure proper room set-up, audio-visual, meals, and services provided per the contract.
1.24 Support Executive Director in all requested additional meetings, phone calls, and proofing.
1.25 Other duties as necessary to contribute to the overall success of the Association.
Minimum Qualifications:
- Three (3) years of Meeting/Event Planning experience
- Degree (preferred)
- Certified Meeting Professional designation (preferred)
- Excellent oral and written communication and people skills including presentation skills and networking
- Proficient in Microsoft Office (Word, Excel, PowerPoint)
- Positive attitude with strong organization, follow-up, and time management skills
- Self-directed, flexible, team player
Job Type: Full-time
Pay: $60,000.00 - $80,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
Experience:
- Events management: 3 years (Required)
- Customer service: 2 years (Required)
Work Location: In person