Event Services Specialist

We are seeking an organized and detail-oriented Event Services Specialist – Meeting Management to join our organization. In this role, you will play a crucial part in providing logistical, promotional, technical, and administrative services and support for events, meetings and/or conferences, for internal and/or external clients.

You will work closely with both internal teams and external partners to ensure that all aspects of event logistics run smoothly. Your exceptional communication skills and ability to adapt to changing circumstances will be vital in meeting timelines for events of varying scales. In addition, you will be responsible for coordinating specific services for events to include, but not limited to, event registration, site development, management, and training; accommodations; travel and transportation arrangements; facilities; catering; social, visual, and/or print media; special needs requirements; setup, installation, arrangement and/or operation of audio-visual electronic equipment (e.g., computers, microphones, speakers, projectors, podiums, etc.). If you thrive in a dynamic environment and possess a strong understanding of how to create meaningful experiences for participants, we invite you to apply and join our dedicated team. This position reports to the Manager of Events Services.

• Consults with customers to determine objectives and requirements for events. Confers with staff at event site to coordinate details. Inspects event facilities to ensure that they conform to customer requirements. Coordinates customer invitation solicitations, advanced and on-site registration, and post-event follow-up and evaluations. Organizes registration of event participants. Directs administrative details, such as financial operations, and responses to inquiries.
• Manages websites/web applications (e.g., social media platforms, Event Management Systems, etc.) to administer all aspects of an event. Promotes BSA events and services by performing tasks such as event site development, dissemination of promotional materials and event products. Promotes events to a variety of professional, trade, and other audiences.
• Provides technical expertise in the installation, maintenance, coordination, and monitoring of software and audio-visual equipment used to support the organization’s events. Interfaces with event owners and cross-functional teams to develop technical requirements and specifications. Analyzes functionality of and/or troubleshoots equipment and software problems. Provides Tier 1 technical support and problem resolution to end-users, escalating more complex issues. Trains end-users on technical components.
• Prepares budgets and forecasts and compiles summaries of total event costs. Monitors event/project budget including reporting on actual costs vs. budgeted costs. Creates reports and data audits for event management. Reviews and reconciles monetary transactions with appropriate department(s). Ensures expenses are within an approved budget and negotiated rates. Anticipates and seeks approval for unforeseen and unbudgeted expenses and reports financial issues to the team leader or event coordinator. Accounts for unforeseen expenses and includes them in any future budgets. Coordinates monthly billing, verifies accuracy, and completes all reconciliations, and provides final budget reports of an event, function and/or program.
• Performs administrative activities to support event operations to include, but not limited to, vendor management, travel administration, and other functions.
• Performs other job-related duties as assigned.

• Knowledge of: coordinating logistics for major/national events including major event registration; commonly known event management and registration software.
• Skill in: effective communication; continuous improvement; delivering excellent customer service.
• Ability to: lead others, including assigning work tasks; keep sensitive data confidential; multi-task and handle high-volume workload under pressure.

• High School Diploma or GED equivalency.
• Associate or Bachelor’s degree in Meeting and Event Management or a related discipline such as Hospitality, Marketing or Public Relations is preferred.

• 5 years of experience in extensive meeting, function, event, or program delivery coordinating logistics for major/national events including event registration is required.
• Must pass a criminal history background check.
• Native Sabre system experience for travel administration preferred.

• Any work-related experience resulting in acceptable proficiency levels in the above Minimum Qualifications is an acceptable substitute for the above-specified education and experience requirements.

• Visual acuity to read information from computer screens, forms, and other printed materials and information.
• Hearing acuity for verbal communication, conversations, face-to-face interactions, and/or responses via telephone and telephone systems.
• Speaking ability for general communication and ability to clearly enunciate in conversations with others.

This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to twenty-five pounds.

Scouting America is an equal-opportunity employer. Benefits include major medical, prescription coverage, dental, vision, life insurance, short and long-term disability, accidental death, and a Match Savings plan. We also offer a generous PTO policy and Scouting America holiday observances.

Since 1910, Scouting America has encouraged personal growth by teaching youth how to set goals and achieve them with determination. Scouting America promotes a culture where youth, volunteers, and employees feel a sense of belonging-where every person feels respected and valued. We welcome families of all backgrounds to help prepare young people to serve as successful members and leaders of our nation’s diverse communities. Join us and help us mold the future leaders of America!