Headquaters Conferences Facilitator - On-Call

Job Description

Job Description

Description : Job Overview :

Coordinate and implement all individual conference logistics before, during, and after each event to ensure the harmonious continuity of activities involving conferees, speakers, volunteers and staff, and our virtual audiences. Serve as the “face of the A.R.E.” in person and virtually by creating a professional and welcoming environment for conferees and by embodying the spiritual philosophy expressed in the Cayce readings. Ensure quality control of conferees’ total conference experience. Serve as a key participant on the Conferences Team, helping identify topics and speakers and strategize future programming. Supervise volunteers; recruit volunteers for conferences in cooperation with Volunteer Services. Works co-operatively with media services personnel during conferences; coordinates with Events Programming and Production Manager for hybrid events. Assists with moderating webinars and other online events as needed.

Requirements :

Responsibilities (include but are not limited to) :

• Work cooperatively with Headquarters Conferences Facilitator On Call to ensure all conference hours are staffed, allowing for adequate pre-and post-conference preparation time.
• Responsible for all conference logistics from the pre-conference meeting through completion of the event; responsible for the smooth flow of each event.
• Organize the services and responds to the needs of the following people before, during and after each event : speakers; the Events Director, Events Coordinator and Events Programming and Production Manager; the staff of the Bookstore, Front Desk, Media Services, Maintenance, Office of Philanthropy, and A.R.E.; the Wyndham hotel staff; the caterer, vendors, agents, and entertainers; volunteers and the Volunteer Coordinator.
• Facilitate and perform duties as event host and emcee.
• Collaborate with Events Programming and Production Manager for hybrid events to ensure orderly facilitation between the in-person / virtual audience and in-person / virtual speakers. Assist with moderating virtual events / webinars as needed.
• Provide a “Cayce context” whenever possible during conferences by making reference to the Cayce readings (diet, dreams, meditation, etc.), and other A.R.E. activities (tours, library, bookstore, café, etc.).
• Respond quickly and appropriately to unforeseen needs and problems.
• Create appropriate professional and welcoming atmosphere for each event.
• Responsible for the physical set up and preparation of the main and / or mini auditorium for events; responsible for restoring the rooms after each event with cooperation of Buildings and Grounds team.
• Purchase food / beverages to be served during conference breaks (if used); prepare food for same, directing volunteers and food handlers to ensure food is handled safely and hygienically. Ensure the cleanliness and maintenance of the kitchen, supplies and equipment inventory; recommend equipment replacement as needed.
• Arrange for catering services for Conferences special events and Congress picnic.
• Provide quality control oversight and work with Visitor Center employees in the Library, Bookstore and Front Desk Lobby to ensure seamless customer service awareness during conferences.
• Work cooperatively and collaboratively with other departments and staff, including but not limited to Volunteer Services.
• Supervise the volunteer staff during conferences.
• Assist other areas with facilitating if needed / requested, such as special Marketing and / or Bookstore special events.
• Arrange for transportation for speakers as needed, round trip from airport or from hotel.
• Maintain complete records of program expenses incurred and submit expense report to Events Director.
• Compose and send out post-conference thank you letters.
• Assist with supporting departmental activities that impact conferences, particularly marketing efforts.
• Provide feedback to Events Director with suggestions / recommendations regarding conferences policies and procedures.
• Update Facilitator Manual and Volunteer Duties checklists as needed.
• Other related duties, activities and responsibilities as needed.

Required Education and Experience :

Special Job or Training Demands :

Scope and Impact of the position :

Physical Requirements :

Equal employment opportunity for all is an essential philosophy at the A.R.E. and throughout the organization, including Atlantic University, Edgar Cayce Foundation, Cayce / Reilly School of Massage, and the A.R.E. Health Center and Spa. We will evaluate all applicants for employment without regard to sex, race, religion, marital status, sexual orientation, age, national origin, color, veteran status, non-disqualifying disability, genetic information, or any other characteristic protected by law.