Type of Job
Feb 2, 2022
About the job
The Events Coordinator provides administrative and logistical support for NRCM internal and member-facing events. They will coordinate a range of in-person and virtual events including receptions, meals, meetings, symposia, and leadership entertaining. These events will primarily occur in Maine or virtually. This position is responsible for establishing a member-centric culture for the organization by ensuring that the multitude of details required to produce successful, high-quality, special events are flawlessly coordinated.
This role serves as NRCM’s primary in-house event planner, possessing the knowledge and expertise to design and execute events ranging in size from 10 to several hundred people. The incumbent forms relationships with, and collects and maintains lists of, preferred caterers, venues, rental companies, florists, A/V companies, and other essential service providers. When financially feasible, they seek to engage diverse and/or small businesses and employ current sustainability practices as advised by the Sustainable Maine team.
NRCM requires full vaccination against COVID-19 as a condition of employment. Full vaccination is considered to be two weeks beyond the second Pfizer or Moderna shots or beyond the Johnson & Johnson shot. During the COVID-19 pandemic, all staff whose job responsibilities can be conducted away from the office have been working remotely, with the option to come into the office on a prearranged basis. NRCM is following state and federal recommendations in establishing guidelines for reopening the office.) Due to the nature of the job, and the resources needed, this position is best suited to be in-office at least one day a week during COVID and more frequently once we are in the office on a more regular basis.
Respect, inclusion, and opportunity for people of all backgrounds, lifestyles, and perspectives will attract the best ideas to NRCM and helps us shape a healthier, more vibrant future for all of us who share our planet. By honoring and celebrating people’s diversity, NRCM can bring new creativity, effectiveness, and leadership to our work throughout the state. Achieving diversity, equity, inclusion, and justice is a continuous process, which, we believe, will contribute to a sustainable and peaceful world. We therefore strongly encourage applications from people who identify with or who are members of marginalized communities. In an effort to eliminate as much bias as possible, NRCM’s policy is to redact personally identifiable information from initial candidate review.
How To Apply: https://app.eddy.com/careers/nrcm/56bdede2-c038-461f-be64-c8dd4f28db96 Please send both a cover letters and resume for consideration. Applicants who need an alternative way to submit materials may email them as attachments to firstname.lastname@example.org or mail them to NRCM, Attention HR, 3 Wade Street, Augusta, ME 04330. Deadline to apply: February 18, 2022.
- Owns the event production of signature NRCM external (typically in-person) recurring events including the Conservation Leadership Awards, the Allagash Awards, and the Brookie Awards ceremonies.
- Coordinates all on-site needs and ensures all contractual obligations are met. Executes staff lead vision for overall event design and content, providing regular status updates. Partners with POP Team on the creation of invitations, marketing materials, response mechanisms, and post-event communications. Monitors RSVPs, coordinates any targeted invitation follow-up, and keeps relevant staff members apprised of key participants. Provides clear instructions to event volunteers regarding their roles.
- Manages the execution of revenue-generating in-person and virtual events including the annual Polar Bear Dip & Dash and Virtual Auction as well as regularly occuring advocacy webinars. Partners with Philanthropy staff on the securing of sponsorships and donor matches, with Advocacy and Philanthropy staff on the securing of guest speakers, with POP Team to update online registration and confirmation pages and on designing invitations and other publicity materials and planning, and with Admin staff to share the responsibility of the technical administration of virtual events.
- Provides logistical support for in-person and virtual major donor/funder stewardship events, including the annual Celebrating the Nature of Maine reception; periodic small receptions and dinners hosted at private homes or clubs; and monthly insider’s events (formerly Policy & Pancakes, currently virtual Coffee Breaks). Secures catering, floral, A/V, and gifts responsive to staff lead vision and budget. Prepares briefing materials for CEO, M-Team, board members, and/or frontline fundraising staff as appropriate.
- Initiates or responds to requests to create new member-facing in-person events which provide a tangible way for constituents to experience NRCM’s work, including paddles, walks/hikes, cycling tours, and site visits. Collaborates with Advocacy, Enhanced Outreach, Philanthropy, and Communications staff on event concept, timing, and audience. Demonstrates creativity and environmental sensitivity in selecting appropriate locations, routes, activities, and accommodations. Follows relevant safety protocols and secures insurance coverage and attendee waivers as needed to maintain the health and safety of hosts, guests, and staff at all times.
- Knowledge of event planning techniques, principles, and current best practices required. Current/past special events professional association membership preferred.
- Superior guest relations and customer service-minded skills. Equally comfortable in a casual outdoor setting as in a formal ballroom setting and able to help guests from all walks of life feel welcomed and comfortable.
- Demonstrated ability to multi-task in a fast-paced environment with a high number of simultaneous projects with different timelines, stakeholders, and where your role may vary. Able to react quickly, clearly, and with a customer-first mindset.
- Competency with Microsoft Office 365 applications including Word, Excel, Outlook, PowerPoint, and Teams.
- Skilled in prioritizing; takes responsibility for following through on open items.
- Superb written and oral communication skills which include writing, editing, proofreading and public speaking.
- Exhibits high standards for event quality and personal accountability.
- Resourceful problem solver able to think creatively and work both independently and collaboratively.
- Familiarity with Maine’s geographic distances and year-round and seasonal population centers.
- Ability as needed to work after hours including the potential for nights, weekends, and holidays with advance notice.
- At a minimum, Associate Degree plus two to three years professional experience (event planning preferred).