Conferences & Events Coordinator

This position works on a variety of large and smaller scale strategic events and special projects that support the organization's mission, including but not limited to Annual Conference, NASPO Exchange, Regional Conferences, REACH Conference, Executive Leadership Program, NASPO Law Institute, State Training Coordinators Conference, Partnership Forum, Incoming Leaders Meeting, Sourcing Team Meetings, and Global Procurement Vision SummitThis position supports the Conferences and Events Director in coordinating all conference and event logistics for all NASPO conferences and events, including but not limited to planning committee meetings, program agendas, keynote speaker research, session development, speaker and talent acquisition, communications plans, marketing, conference website and registration, site searches, lodging and facilities, food and beverage menus, charitable service projects, audio/visual support, furniture, event technology, program apps, procurement and contracts, and transportation, parking, and security. The Coordinator develops strong working relationships across the entire NASPO community in the conduct of this important work.DUTIES AND RESPONSIBILITIES:• Supports Conference Planning Committees,Subcommittees. Provides summary reports (pickup reports) to the Conferences and Events Director on registrants, including travel and lodging.• Researches and makes recommendations for national anthem and honor/color guard and NASPO Cares (charity organizations) based on the direction provided by Planners and Directors.• Secures price quotes for conference SWAG and prepares appropriate packaging and labeling, etc. Reviews hotel and airline discrepancy reports and follows up to resolve discrepancies. • Takes inventory of all conference materials, orders adequate supplies to replenish the onsite travel kits, research and orders appropriate promotional items ("swag"), organizes all onsite materials for shipping, creates inventory of items shipped by box/carton, which may involve being at NASPO headquarters or production warehouse, where conferences materials are stored.• Assists with the preparation of a final report for each conference or event that summarizes the event highlights; evaluation feedback from attendees, committee members, and NASPO staff; recommendations to improve the program planning, content, and event logistics; and reconciliation of revenue and expenses.• Handles special projects and other duties as assigned.SUPERVISORY RESPONSIBILITIES:No supervisory responsibilities.TRAVEL REQUIREMENTS:6-8 trips per yearMINIMUM QUALIFICATIONS:• Bachelor's degree preferred in Business Administration, Marketing, Communications or related field.