Reports To: FSA President

Department: Events

Position Summary:

This position is responsible for managing specific areas for client association conferences and events, possible lead coordination when needed. Areas of expertise are identified in the essential duties section of this position description. The position works in collaboration with internal and external clients and volunteer leaders. This position also serves as a liaison between internal clients and external vendors and service suppliers. The major end result is effective project management, which achieves established conference objectives. Highly-rated, quality events should be the final product.

FSA is a fast-paced work environment where managing multiple projects and clients is essential throughout the work week.

This position will be remote and will require some time in the Louisville, Kentucky, office with travel out of town six to eight times per year for up to a week at a time, including some weekends.

Essential Duties:

Lead Responsibilities (Assigned client conferences and/or events)

Coordinates all functions of conference planning and production
Develop the production timelines for the various events, including scheduling of deadlines, print production deadlines, hotel cut-off dates and other event milestones. Serve as the liaison to registration managers on the registration tracking and management of events.
Participates in the RFP / site selection & contract process in collaboration with FSA executive director of event services.
Participates in the budget development / financial management process in collaboration with FSA executive director and vice president of finance + operations.
Work within established event budgets, providing alternative cost saving options (when available). Coordinate the reconciliation of vendor and hotel invoices to ensure accurate billing to the department’s clients.
Assists in directing conference staff prior to production and on-site.
Coordinates conference events’ development and execution in collaboration with event services team members.
Directs the conference evaluation process, analyzing and communicating results to client stakeholders.

Functional Expertise Responsibilities (May specialize in a group of related responsibilities for all client conferences and/or events)

Customer Service
Coordinates development of program content and speaker participation.
Coordinates production of registration, event marketing/promotion and on-site materials in collaboration with FSA marketing team.
Manages AV services, PowerPoint and script development
Manages guest room block and develops facility room set.
Coordinates development of registration set up in collaboration with FSA membership and registration team.
Coordinates the development of evaluation documents and summaries.
Manages tradeshows and exhibits.
Provides defined sponsor fulfillment including management of donated product
Manages food & beverage, events, entertainment and décor.
Coordinates the selection and delivery of promotional items.
Coordinates shipping of conference materials.
Manage multiple accounts and projects, working within scheduling requirement
Provide excellent customer service to both internal and external clients
Brainstorm and develop concepts and copy for Event Promotions and Emails
Responsible for keeping actual event counts and history for future event planning and F&B guarantees
Responds promptly to telephone, email, and in-person inquiries
Make basic website updates that involve events and membership
Schedule committee meetings, facilitate virtual conference calls and breakout meetings and take detailed notes
Take direction and feedback from internal team members and external clients and easily pivot accordingly
Track time spent on projects
Function effortlessly and effectively in a professional environment
All other duties as assigned.

Software & Technology Skills (Must be able to work at a high-skill level in the Microsoft programs for client-managed deliverables):

Microsoft Word, Excel, PowerPoint
ZOOM
Familiarity with WordPress, Mail Chimp, Canva, Social Platforms a plus
Familiarity with AV Tech equipment a plus

Qualifications Needed for Successful Performance of Responsibilities:

College Degree required; with 3-5 years of direct event management experience
Experience in areas of functional expertise responsibilities desired.
Experience in non-profit management or related fields desired.
Ability to travel out of town six to eight times per year for up to a week at a time, including some weekends.
CMP certification and project management experience a plus.
Ability to work in a team environment is essential
Exhibit excellent written and verbal communication skills
Positive attitude, self-motivated, and desire to assist internal and external clients.
Exceptional attention to detail and strong organizational skills
Ability to multi-task and work both with minimal supervision and in collaboration
Problem-solver with good judgment, discretion and time-management skills
Effective time management and organizational skills with the ability to proactively prioritize tasks
Vigorous work ethic
A good sense of humor is a must
Ability to produce results quickly and efficiently
Loves working under deadlines
Calm under pressure – can excel and thrive in a high-volume and fast-changing environment

FSA Management Group

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