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TASN Meeting/Event Coordinator

Employer: TASN

Job Location: Austin, Texas

Reports To: Executive Director

Compensation: $60,000 - $80,000

Work Days: Full-time with some overnight travel

Purpose / Job Description:
The meeting/event coordinator plans and executes TASN events that benefit school nutrition professionals and K-12 students in Texas, under the direction of the executive director.

Primary Functions:

Plan, organize, coordinate, and execute all aspects of TASN meetings, training seminars, summits, conferences, and exhibits. Must be able to oversee multiple events at one time, meet deadlines, and work effectively with volunteer committees, association members, and TASN staff.

 Responsibilities / Duties:

  • Collaborate on the daily operation of TASN headquarters in compliance with state and federal laws.
  • Follow TASN bylaws and policy and procedures while supporting the vision of the association, and the goals set by the executive committee.
  • Manage assigned projects for all TASN meetings, conferences, exhibits, summits, Academies, and workshops.
  • Ensure that logistical details including room set-up, audio-visual, transportation, housing, and food and beverage for all meetings/events are planned efficiently and effectively.
  • Provide daily operational support for staff, members, Industry, and other client team members as required.
  • Provide input, suggestions, and recommendations for current and future meetings.
  • Respond to client requests in a timely professional manner.
  • Process all telephone, written, and electronic inquiries and requests in a professional manner.
  • Travel to pre-planning meetings/events and visit prospective meeting/event sites.
  • Monitor event activities to ensure compliance with applicable regulations, laws, and satisfaction of the participants, and resolution of any problems that arise.
  • Track revenue and expenses to ensure they do not exceed the budget.
  • Review and reconcile meeting/event billing.
  • Monitor timelines effectively for multiple meetings/events.
  • Collaborate effectively with volunteers and committees to ensure association objectives are met.
  • Conduct post-event evaluations to determine how future events could be improved.
  • Data entry for all departments.
  • Manage vendors on-site to ensure proper room set-up, audio-visual, meals, and services provided per the contract.
  • Support ED in all requested additional meetings, phone calls, and proofing.
  • Serve as a non-voting member of the Industry Committee; take official minutes at these meetings.        
  • Maintain all exhibitor's (current, past, and potential) files.
  • Update all exhibitors’ conference-related forms, contracts, folders, etc.
  • Enter all exhibitor contracts.
  • Prepare exhibitor invoices.
  • Send out reminders of missing documents.
  • Work with the General Service Contractor on the Exhibitor Service Kit.
  • Mail out information to interested vendors upon request.         
  • Serve as liaison between Industry Chair, Exhibitor, and General Service Contractor.
  • Generate Exhibitor badges and Exhibit packet information; create exhibitor list for conference app and general service contractor.
  • Conference onsite for the contracted exhibits hire, temps, and the industry committee.
  • Contact the below and set dates and times for their arrival.
    • Fire Marshal
    • City for the Health Permit
    • Police
    • Security
    • Food Bank
    • Temps
  • Write articles for the TASNews
  • Answer phones
  • Data entry for various departments.
  • Other duties as necessary to contribute to the overall success of the Association. 

 Physical and Mental Demands:

  • Maintain emotional control under stress.
  • Work with frequent interruptions.
  • Be flexible and receptive to change.
  • Lift and/or move up to 20 lbs.
  • Ability to: sit, stand, walk, climb stairs, Travel by car, plane, bus, or train. Ability to see and hear.
  • Overnight travel from one (1) to six (6) days per required meeting.
  • Periodically work extended and irregular hours.

 Meetings to include but not limited to:

  • Board Meetings
  • Legislative Action Day
  • Committee Meetings
  • Strategic Plan Meeting
  • Conference Planning Meetings
  • Annual Conference
  • PCS 

Qualifications: 

  • Associate or bachelor’s degree preferred.
  • At least three years of experience in meeting/event planning is required.
  • Experience in an association environment is preferred.
  • Be able to work independently.
  • Prioritize and organize work.
  • Be proficient in Microsoft Office (Word, Excel, PowerPoint)
  • Achieve meeting planning certification (CMP) within 24 months from employment start date. TASN will pay the one-time CMP Application fee and the Exam fee. If the employee leaves TASN within two (2) years of taking the class and the exam, the employee will reimburse TASN for the application fee and the exam fee. This expense will be taken out of the employee’s final check.
  • Have a positive attitude with strong organizational and time management skills.
  •  Be a self-directed, flexible, team player.

 Special Knowledge and Skills:

  • Must possess knowledge of association meetings/events, general planning, and marketing practice.
  • Be able to plan meetings/events within budgetary constraints.
  • Prepare and communicate written project documents as requested.
  • Be able to effectively communicate with members.
  • Have a neat, clean, and professional appearance.
  • Knowledge of Association membership practices and procedures.
  • Must possess excellent verbal and written communication skills.
  • Work independently with the ability to prioritize and organize work.
  • Meet deadlines and follow through to completion of lengthy projects.
  • Must be computer literate.
  • Must work harmoniously with staff members, association members, and volunteers.
  • Must be flexible and receptive to change.

To Apply:

Contact Email: [email protected]

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