Events Coordinator

Position summary: Reporting directly to the Associate Director, Events (ADE),

the Events Coordinator will be responsible for the day-to-day administrative activities related

to the TESOL’s events, including answering general email and phone inquiries, scheduling meetings and academic

sessions, and maintaining up-to-date specifications for the venues and vendors.

TESOL events include an annual convention, a regional convention, an advocacy

summit and/or other in-person events. Excellent attention to detail and ability

to self-motivate are necessary to be successful in this position.

Responsibilities:

Administration:

•     Responds and provides solutions to member and non-member inquiries concerning events and membership (email and phone call)

•     Provides invitation letter, acceptance letter, and other documentations upon request

•     Applies check/ACH/wire transfer payments on registration records

•     Generates and updates necessary program statistical reports/special needs information

•     Creates program evaluation

•     Follows up with registration with unpaid purchase orders for timely

payment

•     Leads the association on-site information desk team

•     Finalizes event registration summary and evaluation results, providing necessary reports

•     Supports local volunteer team leaders as needed

•     Assists ADE and the Conferences Professional Council on policies related to program content and procedures

•     Other duties may be assigned.

Adjudication:

•     Supports volunteer leaders and proposal reviewers through adjudication process

•     Manages the session abstract proposal collection, answers inquiries, and guides

proposal submitters

•      Supports Education team with the planning of the ticketed events at TESOL

convention

Registration and

Housing:

•     Assists ADE with set up of registration and housing site

•     Manages event registration, housing, and needed reports

•     Provides registration confirmation, invoice, and other documentations upon request

•    Serves as the attendees’ main point of contact for registration/housing and provides

solutions as needed.

Schedules and

Specifications:

•     Schedules meetings and academic sessions

•     Maintains up-to-date schedule for business meetings, convention offices,

and academic sessions on abstract management system and event mobile app

•     Maintains up-to-date specifications for facilities and contractors with room sets, audio-

visual, food and beverage orders.

•     Maintains up-to-date hotel complimentary rooms and special concessions list

•     Creates and maintains up-to-date session signages

•     Records no-show sessions for future reference

Position Experience and Education:

•     Bachelor’s degree in event management, hospitality management or related

field

•     1-2 years’ experience in conference or event management

•     Excellent computer skills and comfort with new technologies, with particular emphasis

on MS Office Suite, Adobe Acrobat, and databases

•     Experience in a professional association preferred

•     Experience in volunteer management preferred

Knowledge/Skills/Abilities:

•      Excellent project management and organizational abilities

•      Excellent written and verbal communication skills

•      Excellent attention to detail and ability to problem-solve in robust data

systems

•      Ability to self-motivate and productively work for a virtual-based organization

•      Ability to multi-task and meet goals in a timely and effective manner

•      Can-do attitude and flexibility to shift priorities as needed

•      Capable of adapting to a wide array of needs, personalities, and work styles

•      Comfort with and/or ability to learn cloud-based web solutions

•      Comfort and ability to trouble shoot technology challenges

•     Excellent project management and organizational abilities

•     Excellent written and verbal communication skills

•     Excellent attention to detail and ability to problem-solve in robust data systems

•     Ability to self-motivate and productively work for a virtual-based organization

•     Ability to multi-task and meet goals in a timely and effective manner