Key Responsibilities Include:

• Planning and execution of USGIF symposia and meetings. Specifically surrounding the event including logistics.
• Maintains the proper image and generates positive public relations with vendors, patrons and staff.
• Participate in and support the site contracting process by recommending potential sites for special events.
• Provide specifications for RFP’s, review contract proposals, and document experience with selected sites for future reference.
• Schedules staffing requirements for events to include temporary staff, support staff and security.
• Researches, reviews and recommends equipment, materials and supplies required in providing event services and planning.
• Coordinates outside service needs with food and beverage contractor, production and other vendors.

• Manages registration process for each event to include set up of registration and housing sites, responding to registrants’ questions, maintaining accurate reporting of financials against actual attendance and providing a complete reconciliation following each event. 

• Assists in the coordination with marketing/comms department on all VIP, media and other special registrations.
• Works with staff and volunteers to coordinate scheduling and execution of programs and community events throughout the year.
• Understands USGIF values and its goals/importance to its membership and the community it represents. Uses this understanding in the recommendations put forth for decision.
• Understands the goals, objectives and activities of each event to ensure successful event coordination. 
• Maintains an understanding of the environment of our audience that includes government ethics rules, seeking Widely Attended Gathering rulings when needed, and policy affecting participation in USGIF activities.
• Assists senior staff in monitoring against budgets. This means obtaining necessary actuals and requirements from various departments to maintain an executable budget and to accurately report out a final close report following each event in a timely manner. A validated final product to be used as a resource that summarizes all elements of the event.
• Reviews and audits all invoices from venues, vendors, and contractors who support event activities.
• Assists with year-end reviews of all vendors. Evaluating their performance, budget processes, and overall impact on USGIF staff.
• Documents pre- and post-symposia conferences with venue and convention staff.
• Creates key communications for the reporting of contractual commitments to USGIF leadership. Creates and maintains timeline based on business rhythm and cycle to provide relevant accurate data.
• Makes recommendations on event practices, pricing and processes to support the desired event outcomes.
• Prepares reports weekly on event activities for submission to the USGIF leadership team.
• Other duties may be assigned.

The successful candidate will have:

• Bachelor’s degree in Hospitality or CMP preferred.
• Minimum of 2-3 years experience in meeting planning or event coordination.
• Experience with, or show aptitude and willingness to learn, various media and audiovisual equipment in the presentation of content.
• Experience interacting with high-level executives from across the community.
• Excellent written, verbal and interpersonal communication and negotiation skills.
• Excellent relationship-building skills.
• Excellent time-management skills.
• Ability to interact effectively and appropriately with individuals of various levels, professions, and cultures.
• Ability to solve difficult problems with effective solutions.
• Ability to work both independently and as a team member.
• Detail-oriented with the ability to multi-task and meet deadlines in a fast-paced environment. 
• Computer skills: Microsoft Windows, MS Word, Excel, PowerPoint, SharePoint, and use of a CRM or AMS (e.g., Altai or Salesforce) 
• This position requires some travel (approximately 2-3 times per year).