In this newly created role of Meeting Coordinator for the Energy Bar Association (EBA), you will have an excellent opportunity to develop, expand your skills, and grow into a meetings management career in a friendly environment. This is a small and busy office where your attention to detail and ability to anticipate the needs of others will be key to your success.
Under the direction of the senior manager, marketing and member relations, you will help with the planning and delivery of our three major meetings (our Annual Meeting, Mid-Year Energy Forum, and Primer Series) as well as dozens of smaller meetings, chapter meetings, and special events nationwide. Our conferences and meetings provide opportunities for attorneys, energy professionals, students, and academics to network and learn via a variety of channels, including face-to-face conferences, workshops, luncheons, and web-based programs. Our goal is to provide high-quality programming to EBA members.
EBA is an international, non-profit association of attorneys, energy professionals, and students active in all areas of energy law. EBA has seven regional chapters across the U.S. and an increasing number of members in Canada and Mexico.
We host numerous educational seminars, including two national conferences per year. Our educational programming covers all facets of energy law (electricity reliability, oil pipeline regulations, renewable energy, environmental law, etc.). Many of our programs are approved for continuing legal education (CLE) credits which our members need to stay current. In addition to programming, EBA members rely on us to provide valuable opportunities for networking. Our lunches, receptions, and dinner programs allow our members to meet and share their expertise.
Responsibilities of the Meeting Coordinator
Manage all aspects of Energizers meeting logistics (at the committee and chapter level), to include website posting, speaker/sponsor template confirmations, host technology training, post-meeting evaluations, etc.
Manage Zoom video conference setup and troubleshoot, record, and upload recordings to our on-demand library; relay information to the marketing manager for video promotion.
Assist with logistics of major meetings, including Annual Meeting, Mid-Year Energy Forum, chapters’ annual meetings, Gala, Primer Series, and Enforcer and Defenders Forums.
Update timelines and coordinate details for events including coordination of hotel/convention center specifications, audio-visual requirements, timelines, registration, abstracts, food and beverage requirements, staffing schedules and assignments, and security issues.
Draft email and web communications for meeting and event promotions. Assist the senior manager, member and foundation relations with all marketing campaigns, website, and social media updates for these events
Coordinate with internal departments to make sure deadlines are met and deliverables are provided.
Communicate with all stakeholders on changes and update schedules and internal spreadsheets accordingly.
Create and manage attendee communications including pre-meeting confirmations and post-meeting evaluations and CLE confirmation.
Document processes, suggest improvements for efficiency, and implement changes.
Work with the database manager to set up, manage, register, and monitor registrations.
Support on-site registration and other day-of details. May include travel and on occasion, evenings.
Maintain clear and accurate files, calendars, budgets, and history of each event.
Process invoices and reimbursements related to meetings. Provide sponsorship invoicing detail to accountants for producing invoices.
Manage speaker material compilation and assist with proofing printed meeting materials.
Coordinate packing and shipping of meeting materials, equipment, and supplies to and from meetings.
Maintain a meetings calendar, readily accessible to staff and membership.
Take initiative in resolving on-the-spot difficulties as they arise at events.
Travel to support the events as required. During meetings, participate in live-tweeting, website and social media updates, and on-site photography.
Oversee, and manage weekly, a calendar for the Charitable Foundation of the Energy Bar Association (CFEBA) development team outlining key tasks and project management milestones for the year ahead.
Qualifications of the Meeting Coordinator
Minimum of 1-3 years of experience planning conferences and events.
Ability to work independently and deliver results.
Excel skills required and experience using a database preferred.
Comfortable with various software and mobile apps including, but not limited to, Zoom video conferencing, and constant contact.
Experience with social media platforms, including, but not limited to, Facebook, Twitter, and LinkedIn.
Photography/graphic design experience is a plus.
Excellent written and verbal communication skills.
Association industry or non-profit background helpful, but not required.
Attributes of the Meeting Coordinator
Project manager. You can juggle multiple tasks, allocate and optimize resources, and manage timelines. You enjoy creating and implementing processes and procedures that uphold rigorous standards. You manage a task from start to finish.
Exceptional communicator. You are known for your poise, tact, and diplomacy. You are comfortable in a social setting and able to confidently engage at all levels and across multiple stakeholder groups. You collaborate on projects and communicate results. You are willing to listen and learn from others.
Detail oriented. Even though you are detail oriented, you can also see the big picture and understand how the details relate to the overall mission of the organization.
Organization skills. Your attention to detail is supported by your organization skills. You appreciate order and know how to achieve it efficiently.
Flexible and capable. You manage changing priorities without difficulty and get the job done.
Confident and pleasant. You understand that everyone is a “customer” and should have a “Ritz Carlton” service experience when contacting the meetings office.
Problem solver. You have excellent critical thinking skills, dive into the details, and know when and what questions to ask.
Resourceful with great follow through. Whether it’s something that requires a quick turn-around or a long-term project with many steps, you take full responsibility from start to finish. When you say you’ll get back with someone, you do.
Service-driven. You set the standard for meeting and exceeding expectations. You are responsive and committed. You are clear, tactful, and diplomatic about what’s realistic and what’s possible.
Autonomous. You are self-motivated and work well independently. You exercise good judgement and are not afraid to make a decision, but you know when to seek input.
What’s Attractive to the Right Meeting Coordinator Candidate?
This is an opportunity for you to join a growing non-profit association and learn from an experienced leadership team. In this role, you will help with all aspects of meeting planning and marketing/communications.
This is a newly created role where you will have input in developing the framework for the position.
Ours is a fun, fast-paced environment where you will gain a wealth of varied experience and have a great opportunity to grow your meeting planning skills.
Your work will have a direct impact on making educational programming more efficient, effective, and meaningful for our members/participants.
You will have a direct impact on making the EBA team more efficient and productive.
Outside of the occasional, urgent, time-sensitive matters, you will be able to leave work at work and will not be required to be “on call” once you leave the office.
We offer a competitive salary and excellent benefits to include medical, dental, and life insurance, 2 weeks paid vacation, sick time, bereavement, holidays, 401(k) contribution, long-term insurance, and more.
To Apply for the Meeting Coordinator position with EBA:
Use the "Apply" button on this page, or simply email your resume to Ellen Greenwood at resumes@StaffingAdvisors.comwith “EBA – Meeting Coordinator/2018-2335 ASAE"in the subject line of the email.