Event Coordinator I

Event Coordinator (Internal Events & Event Planning Support)
Reports to: Senior Event Planner

Our Organization

We are a medical specialty certifying board serving anesthesiologists. Since 1938, we have been administering certification exams and today we take an innovative approach to certification and continuous learning. We foster practice standards that instill confidence and trust that board-certified anesthesiologists have the knowledge and skills to provide high-quality patient care. We are dedicated to elevating expertise in an evolving profession. Our mission is to advance the highest standards of the practice of anesthesiology. We work together with physician anesthesiologists to ensure they provide the best care possible for every patient, every day.

Position Description

Reporting to the Senior Event Planner, the Event Coordinator is responsible for providing coordinator support to the Event Planning Team, and administrative support for the FAS Department. The Event Coordinator works closely with the Event Planning, Financial Services, and Facilities Teams in the delivery of an exceptional experience.

Education

• Baccalaureate degree, Associate Degree, or comparable work experience.

Skills

• Demonstrate a commitment to service and continually support a customer service culture.
• Dependable, reliable, and trustworthy.
• Proven ability to execute duties and maintain a positive attitude under pressure.
• Demonstrated ability to work independently with minimal supervision.
• Proficiency in Microsoft Outlook and experience setting appointments and managing calendars.
• Ability to create, edit, and format Word documents/mail merges.
• Ability to create, manipulate and work effectively with Excel and PowerPoint documents.
• Comfortable and effective working in an environment of frequent change and growth.
• Capable of managing multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Exceptional attention to detail.
• Effective problem-solving and decision-making skills.
• Displays genuine warmth and approachability.
• Shows sensitivity to guests with special needs.

Experience

• At least two years of customer service experience. Receptionist, Meeting Coordinator and/or Administrative Assistant experience preferred.
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
• Experience with Adobe Acrobat, SharePoint, Cvent, is a plus.

Specific Responsibilities

• Responsible for the planning and logistics of all ABA staff meetings, in-office catering requests, and staff special events. Works closely with Human Resources and staff "Fun/Culture" Committees on special events.
• Assists in the preparation of events at the ABA Headquarters. Assembles attendee packages, creates name tents/badges, prepares visitor information, places required signage, and sets up meeting rooms. Assists with décor and amenities prior to each meeting. At the end of meetings, ensures rooms are reset, restocked, and ready for the next meeting.
• Responsible for managing the Meeting Planning Calendar in Outlook and the event calendar in Cvent and keeping them up to date. Includes monitoring event requests and routing new requests to the appropriate planner.
• Responsible for upkeep and organization of the event planning team files on a shared drive.
• During events at ABA Headquarters, provides reception services by greeting meeting participants, directing them to their meeting rooms, and providing them with information/assistance as needed.
• Provides concierge-type services to event participants, including but not limited to printing documents, printing boarding passes, making copies, assisting with local transportation, assisting with restaurant reservations/recommendations, and arranging meetings with staff.
• Coordinates with caterers and other vendors to make sure services are provided as requested.
• Responsible for working with local businesses to obtain gift certificates, coupons, discounts or other amenities for our attendees. Maintains relationships with local business contacts and manages the gift certificate/coupon inventory.
• Serves as liaison with the IT team and the Facilities Team to address guest and attendee needs related to technology questions and facility-related issues.
• Review/edit meeting communications, invitation lists, and meeting materials in support of the event planning process.
• Support the expense reimbursement process for examiners, volunteers, and board members.
• Provide logistical support to the Event Planning Team at ABA Headquarters.. This includes registration support, greeting/directing attendees in the facility, coordinating shuttles to/from the facility, and providing concierge services to directors, volunteers, and other VIPs.

As needed, provides logistical support for events at the AIME Center, especially during the APPLIED Exams and Licensing Board events.

Special Requirements

• Periodic overtime and weekend work when meetings are in session.
• Must be able to stand for extended periods of time.
• Must be able to sit for extended periods of time.
• Must be able to lift up to 20 pounds on occasion.
• Must be able to work onsite in Raleigh, NC at least two days/week and whenever events are scheduled.