Events Specialist II

Who we are:

Our mission is to reach out to and empower people affected by limb loss to achieve their full potential through education, support, and advocacy and promote limb loss prevention. 

What we do:

Whether it is reaching new amputees with critical recovery information, fighting for fair insurance laws, or providing daily tips to make a living with limb loss more accessible, the work of the Amputee Coalition is impacting lives every day.

Position Summary: 

The Amputee Coalition is looking for an Events Specialist to assist our organization in delivering phenomenal events that build business relationships, generate excitement around our organization, grow sales, and amplify brand awareness. The Events Specialist will be responsible for preparing and managing event timelines, coordinating technical aspects, preparing expenditure reports, and producing event experiences that uplift the limb loss and limb difference community. Reporting to the VP of Strategy and Communications, the Events Specialist is the point of contact for both online and in-person events. This person will serve as the primary individual responsible for advanced and onsite registration for the organization's meetings and conferences. 

The ideal candidate for this role should have superior organizational and communications skills, outstanding leadership qualities, excellent multi-tasking skills, superb interpersonal and teamwork skills, and be creative. The Exceptional Events Specialist should deliver a remarkable brand experience for our members, reinforce consumer-to-business relations, enhance our organization's image, aid business growth, and deliver events that meet objectives and exceed expectations. The Events Specialist should include the organization's mission and values throughout AC's events and webinars.

Responsibilities: 

• Help oversee all aspects of a meeting or an event, from pre-planning, determining resource needs, contract negotiation, onsite coordination to post-event evaluations, analysis, and reporting, ensuring consistent, high-level service throughout all phases.
• Assist Events Manager in developing RFPs, comparison, and analysis of department proposals (hotels, service contractors, other vendors).
• Help manage all meeting and event logistics, including shipping materials and compliance with insurance, legal, health, and safety obligations.
• Help establish and implement standardized meeting and event procedures and timelines that empower volunteers & other staff for proper execution.
• Utilize appropriate event software and work with related mobile app vendors to facilitate a user-friendly event experience.
• Help create a budget for each meeting or event; issue invoices and collect payments on time.
• Develops timeline and deadlines; communicates to other departments as necessary.
• Help create comprehensive financial and participation reports.
• Coordinate with marketing staff to promote each meeting or event.
• Conduct post-event data and strategic analysis to inform best-quality future events and ROI.
• Works closely with the Events Manager to execute all AC paid webinars and virtual programs
• Continually evaluate and implement improvements for virtual learning events' success, including setting requirements and suggestions for AC's learning management system.
• Responsible for the registration process of events, meetings, and webinars, including registration processing, event information inquiries, data entry, refunds and cancellations, badge production and stuffing, attendee lists, confirmation letters and invoices, registration tracking, onsite registration management (staffing, setup, etc.), and preparation of financial data for reconciliation with the accounting department
• Assist with meeting logistics, including speaker confirmations and arrangements, meeting specifications, supplies, event signage, shipments, and other items as needed
• Help produce housing/overflow arrangements, rooming lists, monitoring hotel pick-up reports

• Works with AC staff to develop event budgets as necessary.
• Manage the external meeting space requests and act as the liaison between headquarters hotels and external organizations at AC events.
• Monitor and update the AC event website.
• Manages hotel reservation website for attendees and submits rooming list for speakers, planning committee members, and AACC staff.
• Communicates travel guidelines and instructions to speakers, planning committee members, and AC staff.
• Other notable projects and duties as assigned

Qualifications:

• 3-5 years experience in event/meetings logistics required.
• Experience in registration is strongly preferred.
• Ability to travel, including weekends.

Required:

• Excellent interpersonal and customer service skills.
• Outstanding communication and leadership abilities.
• Excellent organization skills and meticulous attention to detail.
• Highly motivated, results-oriented, and able to efficiently prioritize efforts to use limited resources.
• Creative and practical problem-solving skills.
• Ability to prioritize tasks and manage workflow.
• Ability to respond to problems and assist in a courteous, and helpful manner.
• Strong project management and computer skills - (Cvent, Microsoft Word, Outlook, Excel, PowerPoint, Asana).
• Successful at working both independently as an individual and collaboratively as a team player.

Preferred:

• Organized, self-starter with a strong work ethic.
• Quality driven.
• Integrity, confidentiality, and professionalism.
• Credibility, accountability, and mission dedication.

• Flexibility with work schedule and practical time-management skills.
• Passion for the Amputee Coalition's mission.
• Nonprofit experience with building event content that represents the mission, values, and diversity.
• Works well both independently and in a team structure.
• Comfortable with a remote work environment.

Salary, hours, travel, and benefits:

• Salary is commensurate with experience.
• A full-time, remote position may require evening and weekend work and travel to events, conferences, and meetings.
• Benefits include health insurance, dental/vision coverage, 401k, paid time off, 13 paid holidays, short/long-term disability and life insurance, and continuing education.

Work environment:

• Amputee Coalition is a fully remote organization; employees are expected to operate independently from a home office.
• Candidates in the DMV area are preferred.
• Requires occasional night or weekend work for this role.

May require some in-person meetings, events, or conferences from time to time.

Amputee Coalition is proud to be an equal-opportunity employer. We do not discriminate based on race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. Individuals with a disability are encouraged to apply.

Please apply with the following link: Hiring (bamboohr.com)