Coordinator, Events

ABOUT SWE: The Society of Women Engineers (SWE) for more than seven decades has given women engineers a unique place and voice within the engineering industry. Our non-profit organization is centered around a passion for our members’ success and continues to evolve with the challenges and opportunities reflected in today’s exciting engineering and technology specialties.

OUR VALUES: Integrity | Inclusive Environment | Mutual Support | Professional Excellence | Trust Our values shape our culture, drive our decisions, and define who we are. These values serve as the compass for our actions, encouraging a shared sense of purpose among our staff and sets the standard for how we conduct business.

JOB DESCRIPTION: We are seeking a Coordinator who embodies the values, principles, and priorities that guide our initiatives as we continue to make a lasting impact on the future. This role will be responsible for the strategic planning and execution of SWE’s Annual Conference. The key characteristics of someone in this role are to be someone who can multi-task multiple projects and timelines at once and is good at hitting set deadlines. The candidate is someone who has a strong desire to problem solve and work through new and challenging tasks as they arise. The ideal individual will be effective at communicating both internally with team members as well as externally with any vendors, members, partners or clients as needed. The ideal candidate will have a strong attention to detail and has the ability to be flexible to any changes or additional tasks that may arise. One of the main objectives of this role will be to ensure the implementation of the Annual Conference as well as all small meetings and events run smoothly, efficiently and on time. The position of Coordinator, Events reports to the Senior Manager, Events.

CORE RESPONSIBILITIES: General Responsibilities include (but aren’t limited to):

1. Conference & Event Support 60% Assist the events department with the development, update and completion of preconference materials for all on-site stakeholders including but not limited to Speakers, Partners, Vendors and Volunteers. Assist with event organization including setup, teardown and shipment; must be able to frequently lift and move up to 30 pounds. Support on-site logistics. Support general planning and logistics for all conferences including scheduling and meeting specification preparation, food and beverage coordination, and other planning and onsite needs that arise. Develop and manage a detailed Annual Conference schedule, including sessions, workshops, keynote presentations, and all conference related events. Setup and design the conference mobile app. This includes coordinating partner data information/listings, adding graphics, uploading all schedule content and speaker information. Lead sponsorship activation as assigned.

2. Customer Service & Administrative Support 15% Provides timely and excellent customer service for inquiries related to all events. To this end, respond to event-related questions, emails, and calls from attendees, exhibitors, partners and vendors in a timely manner.

3. Speaker Support 10% Work in collaboration with the learning department to support the speaker experience. Contribute to the coordination of the speaker session selection process for conferences, including working on inputting session and speaker content when needed for conference publications, mobile apps and virtual platforms.

4. Other Business Meetings & Events Support 15% Work collectively to implement and plan from start to finish all small business meetings conducted. This will include (but is not limited to) Board of Director/Board of Trustee meetings, eXXec, event site inspections and all-staff blocks. Professional Development Building

● Advance professional learning through seminars and other forms of learning.

● Attend industry events and pursue industry designations where desired and bring back best practices and lessons learned to the team.

In summary, an association event coordinator occupies a pivotal position in the realm of event management. Their expertise, strategic thinking, and meticulous attention to detail contribute significantly to the successful planning, execution, and evaluation of events for associations. By aligning events with the association's overarching objectives, delivering exceptional experiences for attendees, and ensuring a tangible return on investment, association event coordinators play a crucial role in the growth and success of organizations.

TRAVEL & SCHEDULE: This position works 40-45 hours a week. Travel can be expected 20% of the time.

EDUCATION AND/OR EXPERIENCE: Bachelor’s degree required 1-2 years’ work experience in events, at a minimum Ideal candidate will have experience in meeting planning and marketing, and past exposure to vendor contracts, registration, and housing Experience using video conferencing platforms Experience working with membership databases is a plus Proficient in all MS Office Suite software

BENEFITS AND SALARY: SWE strives to offer a competitive compensation and benefits package that reflects our core values and commitment to our employees. Salary is competitive and based upon relevant experience and cost of labor for your location. SWE offers a generous comprehensive benefits package that includes medical, dental, 403B retirement plan matching, paid vacation, and holidays.

EQUAL OPPORTUNITY EMPLOYER: SWE embraces diversity in its broadest interpretation and is committed to creating an inclusive environment for all our members, stakeholders, and staff. Society of Women Engineers is proud to be an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, political affiliation, religion, sexual orientation, gender identity and/or expression, status as a veteran, and basis of disability or any other federal, state or local protected class. We reasonably accommodate staff members and applicants with disabilities, provided they are otherwise able to perform the essential functions of the position. We encourage groups who have been historically disadvantaged with respect to employment to apply for positions at SWE.

PHYSICAL AND COGNITIVE REQUIREMENTS The 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. Physical Requirements: ● Ability to perform sedentary work, including prolonged periods of sitting and working on a computer. Mental Requirements: ● Strong cognitive abilities for strategic thinking and problem-solving. ● Emotional intelligence and effective stress management. Working Conditions: ● Office-based environment with travel requirements. ● Collaboration with cross-functional teams ● Deadline-driven work environment with a focus on continuous improvement.

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