Meetings Professionals International
Events Coordinator
Meetings Professionals International, Arlington, Virginia, United States, 22201
JOB DESCRIPTION: EVENTS COORDINATOR
Position status: Salaried, non-exempt, full-time, 12-month
Hours of Work: Standard work week, with some variation possible. Occasional travel may also be required for special events.
Reports to: Executive Director
Join the innovative team at the Virginia Association of Independent Schools (VAIS) as the Events Coordinator and play a key role in advancing excellence across Virginia’s independent education landscape. VAIS is the leading resource for independent education in the Commonwealth. With core values of excellence, community, and independence, we serve our 92 PK-12 member schools through accreditation, advocacy, and professional learning programs.
Position Overview
VAIS seeks a collaborative professional to oversee the operational, logistical, and communications functions driving our professional learning programs, board meetings, and internal events. This role is pivotal in ensuring that every gathering—virtual or in‑person—is executed with precision and delivers an exceptional participant experience. The position requires strong project management skills, creative problem‑solving, and high proficiency with technology, scheduling, and vendor management. The ideal candidate is a detail‑oriented planner with a hospitality mindset, capable of managing complex registration systems and enhancing member engagement through seamless communication. Essential Responsibilities
PROFESSIONAL LEARNING OPERATIONS FOR IN-PERSON EVENTS
Manage registration systems for all professional learning programs, including building and monitoring event registration forms; troubleshooting registration issues; ensuring data accuracy, payments, and confirmations; and generating attendee reports Maintain the Association’s Communications Calendar to coordinate the distribution of communications for all events, including schedules, reminders, materials, evaluation links, and follow-up messages Manage the Association’s social media channels to promote upcoming professional learning opportunities and highlight past events Attend and oversee event logistics for programs, including nametags, room layouts, seating plans, AV/technology coordination, signage, check‑in processes, and materials; liaise with venues and tech support vendors to ensure contract deliverables are met Serve as the main point of contact for program sponsors, ensuring that their information is accurately and appropriately promoted through the website, marketing materials, and at the program, and handling logistics for their participation at the program Coordinate food and beverage needs, dietary accommodations, and vendor relationships Procure and manage event swag, including ordering, inventory, branding requirements, and on‑site distribution PROFESSIONAL LEARNING OPERATIONS FOR VIRTUAL EVENTS
Attend and serve as the technical host for all virtual MeetUPs and webinars, managing Zoom scheduling, technical set‑ups, breakout rooms, recording settings, waiting room protocols, and troubleshooting audio/video issues Maintain the MeetUP calendar, ensuring clarity for internal staff and external stakeholders Draft and distribute calendar invitations, reminders, and follow‑up communications with consistent branding and tone BOARD MEETING SUPPORT
Coordinate all logistics for board meetings, including securing meeting locations and negotiating space needs Arrange meals, catering, dietary accommodations, and refreshment breaks Manage hotel reservations and lodging arrangements for board members and invited guests Oversee technology needs, including presentation equipment, hybrid meeting setups, connectivity, and on‑site troubleshooting Procure and manage board meeting swag or materials, ensuring accurate quantities and branding alignment STAFF MEETINGS AND CELEBRATIONS
Coordinate all logistics for internal staff meetings, retreats, and celebrations Arrange meals and refreshments for in‑office or off‑site gatherings Ensure that space, technology, supplies, and materials are prepared in advance and that the environment supports a productive and positive staff experience The successful candidate will demonstrate professional discretion when handling confidential information, maintain a customer service orientation when working with diverse member constituencies, show adaptability and problem‑solving skills in a dynamic environment, and work effectively both independently and collaboratively. Working closely with the small staff of VAIS requires a collaborative approach and flexibility to take on additional responsibilities as needed. We work both in a well‑appointed office in Richmond, Virginia and remotely as scheduled. Occasional overnight and out‑of‑area travel may be required for programs. Training specific to the position may be supported as needed. Required Qualifications
Bachelor’s degree required Demonstrated competence and experience in managing event logistics, communications coordination, and technology‑enabled meeting support Proficiency with registration platforms, database systems, Google Workspace, and social media management tools Strong interpersonal communication skills and the ability to serve as a clear, confident point of contact Highly organized, with the ability to manage multiple deadlines and events simultaneously Comfort with vendor management, contracting, and coordinating hospitality elements Ability to travel locally within the region for events and meetings Preferred Qualifications
Experience with MemberClicks Professional platform, including registration, and invoicing Familiarity with independent school operations and culture Background in membership organizations or educational associations Equal Employment Opportunity Statement
The Virginia Association of Independent Schools is fair and impartial in all of its relations with its employees and applicants for employment and to make all employment‑related decisions without regard to race, religion, color, national origin, age, sex, disability, or any other categories protected by federal, state, or local law. VAIS is committed to nurturing and enhancing a workplace environment and governance structure that is diverse, inclusive, and equitable. The Association believes in the power of diversity to make the most thoughtful and inclusive decisions to best serve its member schools. Benefits
VAIS offers a highly competitive compensation package for this full‑time position. To Apply
Send the following to Betsy Johnson, Executive Director in PDF format to vaiscareers@gmail.com Cover letter Resume List of 3‑5 references with contact information including email addresses
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VAIS seeks a collaborative professional to oversee the operational, logistical, and communications functions driving our professional learning programs, board meetings, and internal events. This role is pivotal in ensuring that every gathering—virtual or in‑person—is executed with precision and delivers an exceptional participant experience. The position requires strong project management skills, creative problem‑solving, and high proficiency with technology, scheduling, and vendor management. The ideal candidate is a detail‑oriented planner with a hospitality mindset, capable of managing complex registration systems and enhancing member engagement through seamless communication. Essential Responsibilities
PROFESSIONAL LEARNING OPERATIONS FOR IN-PERSON EVENTS
Manage registration systems for all professional learning programs, including building and monitoring event registration forms; troubleshooting registration issues; ensuring data accuracy, payments, and confirmations; and generating attendee reports Maintain the Association’s Communications Calendar to coordinate the distribution of communications for all events, including schedules, reminders, materials, evaluation links, and follow-up messages Manage the Association’s social media channels to promote upcoming professional learning opportunities and highlight past events Attend and oversee event logistics for programs, including nametags, room layouts, seating plans, AV/technology coordination, signage, check‑in processes, and materials; liaise with venues and tech support vendors to ensure contract deliverables are met Serve as the main point of contact for program sponsors, ensuring that their information is accurately and appropriately promoted through the website, marketing materials, and at the program, and handling logistics for their participation at the program Coordinate food and beverage needs, dietary accommodations, and vendor relationships Procure and manage event swag, including ordering, inventory, branding requirements, and on‑site distribution PROFESSIONAL LEARNING OPERATIONS FOR VIRTUAL EVENTS
Attend and serve as the technical host for all virtual MeetUPs and webinars, managing Zoom scheduling, technical set‑ups, breakout rooms, recording settings, waiting room protocols, and troubleshooting audio/video issues Maintain the MeetUP calendar, ensuring clarity for internal staff and external stakeholders Draft and distribute calendar invitations, reminders, and follow‑up communications with consistent branding and tone BOARD MEETING SUPPORT
Coordinate all logistics for board meetings, including securing meeting locations and negotiating space needs Arrange meals, catering, dietary accommodations, and refreshment breaks Manage hotel reservations and lodging arrangements for board members and invited guests Oversee technology needs, including presentation equipment, hybrid meeting setups, connectivity, and on‑site troubleshooting Procure and manage board meeting swag or materials, ensuring accurate quantities and branding alignment STAFF MEETINGS AND CELEBRATIONS
Coordinate all logistics for internal staff meetings, retreats, and celebrations Arrange meals and refreshments for in‑office or off‑site gatherings Ensure that space, technology, supplies, and materials are prepared in advance and that the environment supports a productive and positive staff experience The successful candidate will demonstrate professional discretion when handling confidential information, maintain a customer service orientation when working with diverse member constituencies, show adaptability and problem‑solving skills in a dynamic environment, and work effectively both independently and collaboratively. Working closely with the small staff of VAIS requires a collaborative approach and flexibility to take on additional responsibilities as needed. We work both in a well‑appointed office in Richmond, Virginia and remotely as scheduled. Occasional overnight and out‑of‑area travel may be required for programs. Training specific to the position may be supported as needed. Required Qualifications
Bachelor’s degree required Demonstrated competence and experience in managing event logistics, communications coordination, and technology‑enabled meeting support Proficiency with registration platforms, database systems, Google Workspace, and social media management tools Strong interpersonal communication skills and the ability to serve as a clear, confident point of contact Highly organized, with the ability to manage multiple deadlines and events simultaneously Comfort with vendor management, contracting, and coordinating hospitality elements Ability to travel locally within the region for events and meetings Preferred Qualifications
Experience with MemberClicks Professional platform, including registration, and invoicing Familiarity with independent school operations and culture Background in membership organizations or educational associations Equal Employment Opportunity Statement
The Virginia Association of Independent Schools is fair and impartial in all of its relations with its employees and applicants for employment and to make all employment‑related decisions without regard to race, religion, color, national origin, age, sex, disability, or any other categories protected by federal, state, or local law. VAIS is committed to nurturing and enhancing a workplace environment and governance structure that is diverse, inclusive, and equitable. The Association believes in the power of diversity to make the most thoughtful and inclusive decisions to best serve its member schools. Benefits
VAIS offers a highly competitive compensation package for this full‑time position. To Apply
Send the following to Betsy Johnson, Executive Director in PDF format to vaiscareers@gmail.com Cover letter Resume List of 3‑5 references with contact information including email addresses
#J-18808-Ljbffr