Company Description

The Council on Social Work Education is committed to creating an accessible, supportive environment that recognizes diversity and cultural competence as integral components of excellence. Candidates who contribute to that goal are encouraged to apply and to identify their strengths in this area.

Job Description

The Meetings & Logistics Coordinator will manage all logistical activities related to meetings and events. The Meetings & Logistics Coordinator will also oversee the execution of all assigned projects and provide regular updates to the Director of Meetings and Events.

Duties and Responsibilities:

Organize all logistical tasks for small internal meetings. Set up and maintain meeting space flow charts. Support and distribute supervisory approved project plans. Monitor timeline and fulfillment of deliverables.
Assist with preparation and distribution of comprehensive event specifications to facility and vendor personnel.
Track event changes and distribute updates.
Assist with the review of facility and vendor event and equipment orders for accuracy. Maintain vendor list with current contact information, contract terms and other key information. Provide on-site meeting support as assigned.
Develop signage plan and oversee production of meeting related signs.
Coordinate shipping to and from assigned meetings. Secure local print, mobility scooter and floral vendors, as needed. Assist with completion of association orders and requirements and vendor contacts onsite.
Provide general office support for meetings department. Prepare check requests, special invitations, presentations, reports, project plans and other business correspondence. Route contracts for review and approval, scan, return and file. Maintain meetings files on shared drive. Support meeting email and newsletter communications, copying, filing, and maintaining records. Sends invitations and track responses. Receive invoices, review orders to ensure accuracy, code and circulate invoices for review and approval. Process receivables and payments including coding, routing, copying, scanning, and e-filing. Aid with financial recordkeeping audits and reporting. Provide committee support as required. Maintain database/rosters; schedule conference calls and meetings; assist with preparation of meeting materials and minutes.
Work with the Communications team to maintain marketing content for meetings, including website, social media, mobile apps, digital and print materials. Route and review content for accuracy, style, and consistency.
Assist with the coordination of e-blast emails, monthly newsletters and print pieces through mailing list tools, and external vendors.
Prepare and circulate weekly meeting reports. Maintain historical records and statistics for Food and Beverage.
Provide exceptional customer service to internal and external customers. Respond and track customer inquiries, request and solicit vendors via the department email account and phone lines. Include general inquiries on registration, exhibits, housing, meeting operations, CSWE on Demand, etc.
Aid with maintenance of exhibitor profiles and database.
Provide customer support for exhibits and meeting inquiries.
Serve as a back-up as necessary when the Director of Meetings and Events is unavailable.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Responsibilities, duties, and activities may change at any time with or without notice.

Qualifications

Bachelor’s Degree or equivalent combination of experience and education
2-4 years of relevant experience in meetings/conference and events
Exhibitor Database (Map Your Show) or similar RMS preferred
Proficiency with Computer software applications such as project management tools, AMS (Cadmium) database manipulation, Word, Excel, Access, PowerPoint, and Adobe document manipulation
Must be highly organized with a demonstrated ability to manage and prioritize multiple projects
Must pay close attention to details
Able to initiate actions and follow-through with minimal supervision
Maintain professionalism in interpersonal, verbal, and written communication; and
Must have strong professional demeanor and customer service skills
Outstanding interpersonal skills and collaborative, team-oriented work style
Some travel required

Additional Information

This position is an onsite position with an option for hybrid after the probationary period.

Compensation

The salary range for this position is commensurate with experience.
CSWE offers a competitive benefits package including medical, dental, vision, PTO, 403b retirement contributions, and more.

ADA SPECIFICATIONS

This position is primarily sedentary and is performed in an office setting. Position requires ability to communicate effectively and the ability to use computers, telephones and other office equipment. Periodic out-of-town travel is also required. May be required to use computer screen for extensive periods of time.

The Council on Social Work Education (CSWE) is an Equal Opportunity, Affirmative Action Employer. CSWE is dedicated to building a culturally diverse staff committed to working in a pluralistic environment. We encourage applications from women, minority groups, veterans, and people with disabilities.

The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary. In addition, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

APPLICATION INSTRUCTIONS

Please submit a cover letter and your resume or CV by clicking the "I'm Interested" button on the job posting.

Council on Social Work Education

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Meetings & Logistical Coordinator