Essential Duties and Responsibilities: Provide administrative support to the Director of Events & Pilgrimages in planning and executing all aspects and phases of all national events and pilgrimages. This includes, but is not limited to, the national summits, international pilgrimages, other events throughout the year that Legatus shall deem appropriate, i.e. retreats, executive physicals, domestic pilgrimages and events. For all national conferences/events, essential duties and responsibilities shall include:
- Coordinate, plan and implement programs for full membership
- Correspond with full membership regarding registration for all events
- Coordinate registration process (Cvent software) for national events, including, but not limited to: website setup, promotion, payment processing and reconciliation, modifications, and on-site check-in.
- Assist with logistics of all events, including but not limited to, venue relations, rooming list management, speaker invitations and travel, menu planning, exhibitors, sponsorships, budgets, accounting report and registration process, liturgy, etc.
- In collaboration with the Director of Events & Pilgrimages, review and maintain line-item budgets for all national events. Events & Pilgrimages Coordinator is accountable for meeting established financial goals, as set forth by Director and leadership team.
- In collaboration with the Marketing department, create promotional and onsite materials for Summit, conferences, pilgrimage and events
- Compile mailings, manage reports and assist events & pilgrimages team in assigned administrative tasks
- Interact with agents, speaker bureaus, vendors, and other various entities to facilitate arrangements for Summits, conferences, pilgrimages and events
- Perform related duties as assigned by supervisor
- Maintain compliance with all company policies and procedures
Education and/or Work Experience Requirements:
- College degree preferred
- Experience in either nonprofit or corporate meeting planning
- Experience with profit/loss project management and accounting
- Outstanding written and oral communications skills; proven creativity
- Excellent computer proficiency (MS Office – Word, Excel and Outlook)
- Marketing and graphic design experience preferred
- Experience in online event registration programs preferred (i.e. Cvent)
- Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service
- Ability to handle multiple tasks simultaneously with efficiency; strong organizational skills
- Maintains professional demeanor and ability to interface with high-level professionals
- Customer service orientated
Physical Requirements
- Moderate travel required (domestic and international)
- Ability to work longer than standard work week on occasional basis, particularly during conference/event time
- Must be able to lift and carry up to 50 lbs. during conference/event time
- Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards
- Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards
To apply, please send a resume to KJarvis@legatus.org or complete the form above.