Events Planner

Description

Available immediately.

The Unified Virginia Chiropractic Association is recruiting for the position of Events Manager, an outstanding opportunity for individuals seeking a fast-paced, primarily remote environment. The position reports to the Executive Director, who currently does most of the program development. The organization’s Mission is to help Doctors of Chiropractic provide excellent care.

Events Manager will:
• Independently plan and manage two in-state conferences annually plus additional in-person and virtual programs, with direction from Executive Director and leadership.
• Lead the integration and management of new LMS.
• Supervise part-time associate to help with meeting-related admin tasks.
• Work with the website manager to set up event listing and registration.

Job Duties

• All facets of meeting planning including hotel/CVB RFPs, proposal analysis/recommendations, vendor negotiations, budgets and project timelines, management of continuing education approval, speaker and sponsor arrangements, registration fee structures, hotel BEOs and invoices, attendee surveys, and on-site management of conferences and meetings, including staffing.
• Travel in-state several times a year (spring convention, fall convention, occasional seminar or other event, site visits, staff meetings, related).
• Work with other team member(s) in different locations.
• Manage logistics to include scheduling and space assignments, catering, and vendor communications.
• Independently manage conferences and events to include continuing education process, speakers, AV, on-site staff, and hotel and vendor communications.
• Manage and coordinate exhibit and sponsor opportunities.
• Keep up with best practices related to meetings and education.
• Develop and maintain meetings-related SOPs, policies, and procedures.
• Maintain inventory of meeting supplies.
• Assist in development of meeting materials (speaker notes, association hand-outs, signage, etc.).
• Relationship management is a key function of this job.
• Ability to occasionally work evenings and weekends, as events dictate.
• 4 hours of phone support weekly via VoiceIP.
• Performs other related duties as/if required. Occasional back-up support on processing event registrations and other member servicing tasks may be requested during busy times.

Skills Required

• An Associate or Bachelor’s degree or equivalent experience.
• At least three years of meeting planning experience with a proven history of increased responsibility and successful event execution.
• Proficiency with Microsoft Office suite (Excel, Word, PowerPoint, Outlook), OneDrive, and Zoom. Familiarity with Canva and/or InDesign a plus but not mandatory.
• AMS and LMS experience.
• Excellent written and verbal communication skills in English, including writing, proofreading, grammar, and syntax.
• Strong project management skills and ability to manage deadlines.
• An eye for detail and the desire for continuous process improvement.
• Some marketing experience preferred.
• Self-starter with strong organizational skills and the ability to handle multiple priorities daily while also making progress on long-term goals. Ability to self-direct with a high degree of efficiency, integrity, and dependability.
• An appropriate remote place to work without distraction or disruption. Basic office equipment needed to perform job: PC or laptop, printer/fax, internet, phone. (Access to cloud-based network and VoiceIP provided.)
• Experience working directly with senior executives as a strong collaborator and partner.
• An aptitude for and skillset in graphic design is a desirable extra but not mandatory.
• Familiarity with Chiropractic and/or healthcare a plus.

Work Schedule

• Part-time.
• Average of 30 hours per week, Monday through Friday; fewer during slow times, more during convention times.
• A base schedule will be established between 9:00 a.m. and 5:00 p.m., Monday through Friday. Flexible additional hours as/if needed during busy times.

Additional Info

Opportunity to expand to full-time in the future if desired. (Optional.)