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SHRM Coordinator, Events in Alexandria, Virginia

Overview

The Events Department is responsible for developing and implementing the strategy for SHRM’s Conferences, meetings and Expositions in the US as well as derivative products such as conference-on-demand and virtual conferences. This team manages concurrent session speaker selection, programming, meeting planning, contract negotiation, exhibit and sponsorship sales and service, production and execution of the SHRM Annual Conference and Exposition and SHRM’s Specialty Conferences. Site selection, venue and supplier negotiation and logistics support are provided by this team for SHRM Educational Programs, Board Meetings and other ad hoc organizational meetings.

The Events Coordinator is responsible for the planning and execution of numerous SHRM meetings and events. The Events Coordinator supports the Annual Conference and Exposition as the lead for several aspects of the event and provides primary administrative support to the Vice President of Events, as well as administrative support to the Events department as needed.

Responsibilities

Your Day:

  • Coordinate and implement all aspects of assigned meetings and conferences including but not limited to: site selection, contract negotiations, scheduling site visits, meeting logistics, a/v, housing, food and beverage, travel arrangements, special events, communications with vendors and invoice reconciliation.

  • Act as lead meeting planner for SHRM Certification meetings, Regional Council Business Meeting and the Education Partners' Conference. Coordinate catering orders for in-house Education Programs. Serve as liaison for all local hotel sales contacts.

  • Act as secondary planner for select SHRM specialty conferences.

  • Plan internal SHRM meetings as assigned by Director, Event Management and Logistics and meet expectations of internal customers.

  • Contribute to the development of department, Annual Conference and/or Specialty Conference budget(s). Submit forecasts for assigned budgets for the upcoming fiscal year and spring/fall forecasts.

  • Coordinate and manage Annual Conference activities including scheduling all planning meetings, managing the staff request list, creating the Staff Guide in partnership with the marketing team, schedule all staff training sessions. Lead for attendee services including special accommodations, translation services and special meal requests. Support Event Planner in staff office and lounge management.

  • Provide primary administrative support to the VP, Events, as well as, overall departmental administrative support. Assist the Programming team with scheduling calls and meetings, speaker logistics (to include, mail merge acceptance/rejection notices for CFPs, compile speaker ratings, formatting of speaker photos, etc.) and data entry support (Session Planner, Aventri, etc.). Assist the Exhibits/Sponsorships team with exhibitor contract data entry, payment processing, Certificate of Insurance (COI) form collection, updating exhibitor contracts and booth changes.

  • Plan all department team building activities.

  • Other duties as assigned.

Qualifications

Must Haves:

  • High School Diploma or equivalent

  • 2+ years of experience

  • Customer service and detail orientated

  • Excellent organizational skills

  • Demonstrated ability to handle stressful situations and multiple deadline-driven projects and priorities with tact and humility

  • Proficiency in Microsoft Office Suite and willingness to learn other software

  • Basic math skills

Let us know if you also have:

  • Bachelor’s degree

  • Association environment

  • Experience with Attendee Interactive

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Regularly required to sit; talk and hear, use hands to type, file, handle or feel. The employee is frequently required to reach with hands and arms. Occasionally required to stand; walk and stoop, kneel, crouch, or crawl. Visual acuity to use a keyboard, prepare and analyze data and figures; transcribing, viewing a computer terminal; extensive reading. May require ordinary ambulatory skills sufficient to visit other locations; or the ability to stand, walk, lift, carry and move light to medium weight. Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and learn technical information. Light lifting is required. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force to constantly move objects.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is regularly performed in a combination of office and conference settings and routinely uses standard office equipment. This job requires occasional travel 20-30%.

The Society for Human Resource Management is an equal opportunity employer (Minority/Female/Disabled/Veteran).

ACCESSIBILITY NOTICE: If you need a reasonable accommodation for any part of the employment process due to a physical or mental disability, please send an email to: accessibility@shrm.org or TDD (703) 548-6990.

Category Events

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