Posted: 10/30/2015

Location: Portland Metro

Closing Date: 11/20/2015

Industry: Environment, Event Planning, Nonprofit

Type: Full Time

Description:
Title: Events Coordinator
Status: Exempt
Reports to: Conferences & Events Manager
Hours: Full-time, 40 hours per week
Starting Salary: Compensation commensurate with experience
Location: Portland, OR
Closing Date: November 20, 2016, 11:59 PM PDT

BACKGROUND & SCOPE OF RESPONSIBILITY

The International Living Future Institute (ILFI) requires an exceptional
Events Coordinator for a dynamic, fast-growing non-profit organization with a critical environmental mission. This role supports the Conferences and Events Manager and the Events Department. Our mission is to lead and support the transformation toward communities that are socially just, culturally rich and ecologically restorative.

A successful events coordinator candidate must exhibit a strong passion for the Institute’s mission. This role in the events department is based on collaborative planning and execution of the Institute’s pre-eminent live networking conferences and events, which serve as a hub for the restorative building sector.

The work of the events team is focused on creating the most electric and informative events in sustainability through inspiration, collaboration, education and networking opportunities. The event coordinator’s role is to provide a wide range of support and coordination tasks for the successful planning and execution of our conferences and events.

Job tasks include coordination as it relates to conferences, events and affiliated special projects, providing administrative support to the conferences and events manager, and organization-wide support as needed. The successful candidate must be comfortable in a customer service role and professionally communicate in-person, over email and on the phone. The position requires someone who can effectively manage multiple schedules, deadlines and demands while maintaining a service-oriented demeanor to both internal and external customers. While this role is largely team centered, the ability to work independently without much supervision is critical. We seek an events coordinator with a sense of humor and a collaborative work spirit, who maintains a calm demeanor in stressful situations and interactions. The successful candidate should have a high comfort level with ambiguity and changes to their work plan and should be able to build and maintain effective internal and external relationships with patience, flexibility and grace. Candidate must be reliable, meet deadlines and be detail-oriented.

This job is full-time, exempt and typically 40 hours per week but also requires a willingness to work a flexible schedule in and around events as needed. The Institute has offices in Seattle and Portland, with events in multiple locations in the United States, therefore travel to other offices and cities may be needed. Periodic overtime and weekend work will be necessary.

Compensation is commensurate with experience and is supplemented by the Institute’s generous benefits package that includes health and dental insurance, 403(b) retirement matching (US) or Group Retirement Payroll Savings Plan with matching contributions (Canada), 17 days of paid annual leave and 12 days paid annual sick leave.

DESCRIPTION OF DUTIES

Programmatic (80%)
• Coordinate conference and event program logistics including conference workshops and tours, speakers, venues, catering and lodging for events, meetings and conferences, including annual Institute flagship events: the Living Future unConference (Spring), Net Positive Energy + Water Conference (Winter), the Living Product Expo (Fall), and other in-person conferences and events as assigned
• Maintain and develop milestone systems for registration, scheduling and planning of conferences and events
• Interface with local host committees to assist in coordination of shoulder events, tours and after parties around conferences and events.
• Manage in-house registration services for conferences and events, and coordinate weekly reporting to staff as required.
• On site, serve as primary registration liaison or assist registration lead as needed.
• Assist Conferences and Events Manager in coordination of projects, vendors, and communication with Institute staff
• Proof signage, mobile application, conference program, and other graphics related to conference and event logistics
• Work with the communications department to supply content for various social media accounts (Facebook pages, Twitter accounts, and so on)
• Manage back-end and front-end registration for conferences and events.
• Field inquiries and provide general customer support via phone, email, and in-person at events
• Assist in logistics coordination and relationship building with trade show participants
• Compile packing lists for events and conferences, assist in tracking rooming lists, carpooling, and staff schedules as assigned by manager.
• Update, training and events on the Institute’s online calendar, website, and affiliate sites
• Help organize and plan special projects in conjunction with other staff.
• Coordinate project management and milestones management per the Conferences and Events Manager
• Facilitate recruitment and assignments conferences and events volunteers
• Other duties as assigned by the conferences and events manager

Administrative (20%)
• Meet and greet clients and visitors as needed
• Answer phones and serve as the “voice” of the Events department
• Answer general, registration, and trade show logistics related email and phone inquiries
• Take notes at meetings and prepare meeting minutes
• Update and maintain conferences and events contacts in Salesforce database and the conferences and events milestone management system
• Perform general administrative duties including but not limited to: photocopying, faxing, scanning, mailing and filing
• Maintain electronic and hardcopy filing systems
• Set-up accommodations and business arrangements for visitors
• Assist in expense tracking and check processing
• Perform other duties as assigned by conferences and events manager

QUALIFICATIONS

Required:
• Minimum 3-5 years of related professional experience.
• Bachelor’s degree or higher
• Experience coordinating events, workshops, or conferences
• Proven experience using PowerPoint, Adobe Acrobat Pro, Keynote and Google programs
• Experience using Mac-based hardware and software
• Polished oral and written communications skills
• Proven organizational skills and project coordination
• Experience working in customer service using phone, email and in-person communication

Desirable:
• Knowledge of green building design, construction strategies, technologies and materials and the ability to articulate the environmental health, and economic benefits of green building
• Experience in a non-profit setting
• Graphic communication skills and familiarity with applications such as the Adobe Creative Suite and Microsoft Suite
• Experience using Salesforce, Adobe Connect, Cvent, SurveyMonkey, or other survey software programs, Drupal, Eventbrite, Paypal, WordPress, Webex and an aptitude for learning new software programs
• Accreditation as a LEED Green Associate or LEED AP

Application Guidelines/Contact:
Please submit your resume, cover letter, and three references to: Employment@living-future.org. Please use the subject line: “Last Name, First Name – Events Coordinator”.

ILFI IS AN AFFIRMATIVE ACTION / EQUAL OPPORTUNITY EMPLOYER

Salary:
Information not posted