Event and Project Coordinator
National pharmacy association seeks individual to manage national Annual Meeting and additional projects. Requires passion for work, proficiency in Microsoft products, excellent communication skills, ability to work independently, detailed follow-through and love of automation and small, fast-paced office environment. Please submit resume, cover letter, and salary requirements by September 30, 2016 to hr@cpnp.org.
Position Summary
The Events and Project Coordinator is responsible for managing the beginning-to-end activities involved in management of the CPNP Annual Meeting and additional CPNP and CPNP Foundation projects as assigned. This person is expected to exercise discretion and independent judgment pertaining to matters of significance while representing the company in house and on site. Position reports to the Executive Director, but will work collaboratively with all staff members.
Event Coordinator Responsibilities
Program Committee
- Plan agendas and prepare materials for Program Committee meetings under the direction of Executive Director
- Manage speaker confirmation and information and materials collection process
Accreditation Standards Management
- Be knowledgeable of all Accreditation for Pharmacy Education (ACPE) standards
- Manage all phases of continuing education design, delivery, and documentation to assure adherence to ACPE standards
- Attend an educational event every two years focused on professional development around the topic of healthcare provider education and adult education principles
- Maintain required accreditation records
Hotel/Convention Management
- Formulate a timeline for each project and ensure all deadlines are met.
- Prepare site RFPs and conduct site selection process including final recommendations for sites.
- Compile and communicate master schedule of events (i.e., daily schedule and schedule documents)
- Manage logistics including room layout design and audio visual requirements
Special Events
- Implement and manage logistics for special events including contracting facility, arranging and negotiating food and beverage, entertainment and audiovisual requirements, and/or special order items (t-shirts)
On-Site Management
- Site visits
- Preparation and communication of scripts
- Point person on-site during pre-convention meeting, with convention manager, and audiovisual company
- Responsible for operations including but not limited to facility walk through, management of vendors, facility, speakers, volunteers and staff, supervision of audiovisual orders, confirm accuracy of room sets and audiovisual
Budget
- Monitor contractual agreements and ensure obligations are met
- Manage budgets including making recommendations to ensure adherence to budget limitations
- Responsible for ensuring cost savings to CPNP including analyzing RFPs and selection of vendors that will meet budgetary constraints
- Invoice review and reconciliation
Print Production
- Work with graphic design to design on-site graphics (signs, conference program, t-shirts, etc.)
- Select vendor and order and proof on-site signage
- Compile information for conference program, work with graphic designer, and work with printer to produce
Web
- Responsible for updating the website and keeping information current including but not limited to collecting content and descriptions for sessions and special events and biographical sketches and photos from speakers
Reporting
- Compile post-convention report in order to document meeting history including meeting feedback, observations and final counts
- Complete thank you notes and press releases following annual meeting.
Marketing and Content Distribution
- Author content for various communication vehicles ranging from print to social media to web
- Assist with selecting and obtaining mailing lists
- Responsible for e-blasts schedule, content and design
- Collaborate and assist in marketing including but not limited to brainstorming on promotional opportunities to reach our target audience
Project Coordination
CPNP Foundation
- Assist the CPNPF Executive Director with operational issues and project management to include board agenda development, meeting minutes, bi-monthly newsletter, and other project management
- Manage donor solicitation and communication including scheduling and authoring solicitations and campaign information
- Plan and manage CPNP Foundation special events
- Manage work groups and their activities as assigned
- Maintain CPNP Foundation website
Other
- Manage other CPNP education and other projects as assigned
Requirements
- Strong PC Skills including Microsoft Word, Excel, Outlook.
- Familiarity with common automation strategies.
- High capacity for multitasking.
- Prefer a minimum of two years of event planning experience.
- Excellent communication skills, verbal and written.
- Strong organizational skills and ability to multi-task.
- Detail oriented.
- Initiative and the ability to work independently.
- Ability to work cooperatively and effectively with team of staff and volunteers and as an individual.
- Personable, Eager to Help
- Basic level skills in Quick Books beneficial.
- Ability to travel on a limited basis (approximately 5% of time).
- Ability to work comfortably in a small (3 on-site employees total), fast-paced office environment.
