Conferences & Events Coordinator

JOB SUMMARY 

The Conferences and Events Coordinator will collaborate closely with cross-functional teams to ensure the seamless execution of NCACC Conferences and Events. The Coordinator will work alongside colleagues in planning and problem-solving to guarantee that every aspect of the event runs smoothly, efficiently, and aligns with organizational goals. The Conferences and Events Coordinator works under the supervision of the Director of Conferences and Events to support the planning and execution of exceptional events. This position is based in Raleigh, North Carolina with the option to occasionally work remotely.  

To apply: Please email resume and cover letter to humanresources@ncacc.org.

ESSENTIAL DUTIES AND RESPONSIBILITIES 

Assist with conference and event logistics including: 

• Event Registration Management 

  • Lead and oversee the registration process for events, ensuring smooth operation from start to finish.  
  • Collaborate with internal teams to develop, launch and manage registration system on website.
  • Provide exceptional customer service by promptly responding to inquiries via phone and email. 
  • Maintain accurate registration records and generate detailed reports on registrations, trends and event participation. 
  • Process registration modifications, including cancellations, changes and refunds as needed. 
  • Offer travel information and assistance to registrants as needed. 

• Event Supplies and Materials Coordination 

  • Manage the procurement and distribution of event supplies. 
  • Identify the need for signage and manage the process of ordering, printing and assembling necessary materials. 
  • Ensure that essential printed items, such as event agendas, table toppers and name tags, are prepared and available. 
  • Oversee the packing and transportation of appropriate equipment and supplies to event locations. 
  • Manage storage space and inventory, ensuring all materials are organized and readily accessible. 

• Financial and Contract Management 

  • Maintain accurate records, including tracking per-person costs for events. 
  • Prepare contract authorization forms for venues, facilitating the review and approval process. 
  • Monitor and track venue reward points, ensuring their optimal use to reduce event costs. 
  • Track status of events-related contracts and scheduled payments and ensure all payments and financial deadlines are met. 

• Day-of Support and Additional Responsibilities  

  • Lead the planning and coordination of annual awards. 
  • Liaise with counties and/or internal staff on the recruitment and management of event volunteers. 
  • Attend events as needed to serve as logistical liaison. 
  • Provide additional support for the event team through assisting in other areas of event management, including venues/vendors, speakers, sponsorships, budgets, internal and external departmental coordination, and more. 
  • Perform other duties as assigned. 

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

Education/Experience:  Associate degree with two years of work experience in an event planning environment, or equivalent combination of education and experience. 

Knowledge, Skills, Abilities: Thorough knowledge of event planning best practices; knowledge of basic contract terms and processes; understanding of budgeting and cost management, particularly for event planning and execution; comprehensive knowledge of standard office practices, procedures and office assistance techniques; thorough knowledge of business English, spelling and arithmetic; proofreading skills and attention to detail; skill in operating standard office equipment including a personal computer; ability to type and perform word processing and/or data entry accurately and at a reasonable rate of speed; ability to keep office records and to prepare accurate reports from file sources; ability to prepare effective correspondence on routine matters; ability to establish and maintain effective working relationships with associates and the general public; ability to follow oral and written instructions; proficiency in MS Word, Excel, PowerPoint, Outlook, website Content Management Systems and membership database software. 

Certificates and Licenses: None required 

WORK ENVIRONMENT / PHYSICAL DEMANDS 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. 

Travel: Occasional travel required. 

Equipment Operation: Personal computer, printer and other standard office equipment. 

Physical Demands: The physical demands described here are representative of those an employee encounters while performing the essential functions of this job: frequent sitting, standing, walking, carrying. Must be able to lift 15-20 pounds.