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Events Programming Coordinator/Moderator

Company: Edgar Cayce A.R.E.
Location: Virginia Beach
Posted on: November 21, 2022

Job Description:

The Events Programming Coordinator/Moderator position is the key point of contact for coordination and implementation of in-person and virtual programs, focusing on national Field Conferences and Retreats collaborations and other programs sponsored by A.R.E. Headquarters Events. Position functions as assistant program moderator and facilitator for virtual and in person events, webinars, and hybrid programs. Acts as the communications link between A.R.E. Headquarters and the Field volunteers and local contacts. Responsibilities include planning and implementing logistics associated with Field Conferences and Retreat events and collaborating with Events Programming and Production Manager and Media Services for virtual programs designed specifically for the Field. Performs general clerical tasks necessary for completion of duties. Evening and weekend availability required. *Special Note: * Requires ability to comply with COVID-19 policy requirements, including ability to wear face mask and maintain social distancing. *Responsibilities (include but not limited to): * - Acts as moderator, host, and interviewer for virtual and hybrid programs, including webinars and online-only events, and as back-up/on-call Facilitator for in person HQ Conferences events. - Provides ongoing assistance to Events Programming and Production Manager and Director of Events in planning, promoting, design and implementation, and budget preparation for Headquarters-sponsored Field conferences, retreats, and collaborations, both virtual and in person. - Provides support to Events Programming and Production Manager in identifying, developing, and nurturing network of audiences, local teams and volunteers, staff, service providers, speakers, and potential collaborators - Collaborates with Events Programming and Production Manager and HQ Conferences Events Coordinator to ensure timely development and selection of topics, presenters, venues, pricing, and marketing pieces for in person Field/Retreat programs and events - Initiates and maintains direct contact with region volunteers, meeting facilities and speakers on all events, follows up on all details with venue and local contact's duties - Coordinates completion of contracts, insurance certificates, marketing materials, support documents, supplies and other required forms for national Field events as needed. - Initiates mailings for in person Field events with input from Director of Events and Marketing; coordinates and submits updates to Marketing for advertising/social media promotions and Production for printed mailers; creates mail plans with input from Events Coordinator - Consistently meets deadlines established in the coordination and planning of national activities, meetings and programs. - Coordinates and liaisons with speakers for booking, fees, contracts and travel; performs all follow-up contact responsibilities with Field Conference/Retreat speakers. - Functions as the communications link between A.R.E. Headquarters and Region volunteers in determining volunteer needs, use of resources, and providing assistance with conferences/retreats to ensure events meet the highest standards for the organization. - Responsible for providing internal communications of all Headquarters-sponsored Field/Retreats programs to IT, Marketing/Web Team, Venture Inward, Customer Service, other Regions/Urban Centers, and the Visitor Center. - Provides communication of event details to speakers, meeting facilities/vendors, and region volunteers - Creates meeting products and campaigns in Aptify/Salesforce (Customer) database. - Prepares timely tracking/status reports for each Headquarters-sponsored Field/Retreat event; submits to Events Programming and Production Manager in timely manner. - Prepares and facilitates timely payment requests and invoices for all in person Field event expenses; submits to Accounts Payable with reasonable lead time. - Assists Events Programming and Production Manager and HQ Conferences Events Coordinator in program planning, budget preparation, and forecasting - Other related duties, activities and responsibilities as needed. *Required Education and Experience: * - Four-year college degree or equivalent preferred - Bachelor's degree in marketing/communications, public relations or related field required; - Minimum three years' experience in convention services, event planning/marketing or related hospitality services industry required; - Minimum three years' experience in general office responsibilities and procedures using Microsoft Suite (Word, Outlook, Excel, Publisher, PowerPoint) required; or - An equivalent combination of related education and experience. - Strong verbal and written communication skills required. *Required Knowledge, Skills, and Abilities: * - Knowledge of philosophy and acceptance of the key principles in the Edgar Cayce readings, particularly kindness, active patience and a service orientation required. - Knowledge of principles and practices of organization, planning, records management and general administration - Good working knowledge of A.R.E. resources and available services required. - Excellent communication skills required-oral, written and listening--to exchange information with diverse audiences - Demonstrated proficient computer skills required using Microsoft Word, Excel, PowerPoint, Publisher; intermediate graphics/design skills required. - Experience with virtual program hosting platforms such as GoToWebinar, Zoom, and Zoom Webinar required - Ability to maintain a professional appearance on camera as moderator/host for virtual and hybrid programs - Strong time-management and multi-tasking skills required with the ability to manage competing deadlines. - Strong interpersonal skills in problem solving, tact, diplomacy and objectivity required. - Excellent organization skills and detail orientation, yet the ability to keep an eye on the bigger picture - Requires strong skills in proofreading and data analysis - Ability to recognize priorities and objectives set by manager; - Ability to set priorities among competing jobs, using values of importance to the organization, departmental needs, and urgency as some of the criteria, with capacity to re-prioritize quickly. - Ability to work independently while keeping Events Programming and Production Manager informed of all key activities, information. - Ability to problem solve and make decisions using precedent, existing policy and inferred organizational standards while working under broad supervision. - Ability to represent the A.R.E. (purpose, work, administration, staff, volunteers, Board and membership) in the most positive light is essential. - Ability to work effectively in a team environment, with the general public and co-workers - demonstrating patience, diplomacy, persistence, kindness, objectivity and clarity is required. - Required ability to provide a high level of service, displaying a positive attitude toward helping others with demonstrated enthusiasm/respect in working with people from diverse backgrounds. - High degree of emotional intelligence and maturity - demonstrating adaptability, engagement and enthusiasm - A high level of analytical ability is required and a good sense of humor. - Strong team orientation, team participation, and leadership skills essential. *Special Job or Training Demands: * - Ability to work a flexible schedule including some evenings and weekends on occasion. - On-call availability as needed. *Scope and Impact of the position: * - Front-line position regularly interacts with co-workers, speakers, volunteers, other organizations, service providers, the media, and the general public. - As a spokesperson and representative of the Events Department and the A.R.E. as an organization, position has a significant effect on the organization's public image and reputation. Conferences activities significantly impact the income, expenses and net operations related to Headquarters-sponsored field conferences/retreats, the accomplishment of the organization's goals/mission and the financial health of the organization. - Frequent contacts with all levels of staff, faculty, outside organizations, and the general public. *Physical requirements: * - The ability to move between buildings on uneven ground and to use staircases in historical buildings without elevators is required. - Ability to lift and carry 20 lbs. of boxes of materials/supplies and transport over uneven ground on a regular basis is required. - Visual and auditory acuity and physical mobility are required. *Equal employment opportunity for all is an essential philosophy at the A.R.E. and throughout the organization, including Atlantic University, Edgar Cayce Foundation, Cayce/Reilly School of Massage, and the A.R.E. Health Center and Spa. We will evaluate all applicants for employment without regard to sex, race, religion, marital status, sexual orientation, age, national origin, color, veteran status, non-disqualifying disability, genetic information, or any other characteristic protected by law.* Job Type: Full-time Benefits:
* Dental insurance
* Employee assistance program
* Flexible spending account
* Health insurance
* Life insurance
* Paid time off
* Retirement plan
* Vision insurance
* 8 hour shift Education:
* Bachelor's (Preferred) Experience:
* Events management: 3 years (Preferred) Work Location: One location

Keywords: Edgar Cayce A.R.E., Virginia Beach , Events Programming Coordinator/Moderator, Other , Virginia Beach, Virginia

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