Event Services Assistant/Coordinator

Event Assistant/Coordinator

The Event Assistant/Coordinator reports to the Director of Marketing and plays a key role in creating engaging, high-quality ISA events and experiences. This fast-paced position supports the planning and execution of events such as the ISA Leadership Workshop, the ISA Annual International Conference and the ISA's Tree Climbing Championship Series, including logistics, registration, vendor coordination, and onsite event support.

The role ensures events run smoothly, efficiently, and deliver exceptional experience for attendees, partners, and stakeholders.

Essential duties and responsibilities include the following. Other duties may be assigned.

Vendor & Venue Coordination

• Researching appropriate venues and vendors
• Coordinating vendor contracts
• Maintaining communication with vendors
• Ordering catering for events

Event Operations & Administration

• Maintaining documentation for each event
• Helping set up and tear down events.
• CEU tracking submission related to events.
• Duties may include but are not limited to travel to the ISA events, including the ISA Annual International Conference and the International Tree Climbing Championships to assist with onsite event management and registration. Occasional travel to other meetings may be necessary.
• Assist in the coordination of other ISA (internal and external) related and/or contracted meetings held throughout the year. TCC Operations Committee liaison role as assigned.
• Manage vendors and supplier relationships onsite.

Budgeting, Marketing & Customer Experience

• Managing expenses per budget
• Helping develop event marketing materials.
• Provide superior levels of customer service to promote a positive customer experience for all attendees and partners associated with ISA activities.

Process Improvement & Organizational Support

• Understands ISA's Mission and adheres to organization and staff core values. Adhere to and develop events-related processes that ensure consistent service to event partners, sponsors, and attendees. Play an active role in continuously improving ISA meetings and events.
• Monitor feedback to improve overall customer satisfaction.
• Document and recommend process improvements.
• Ensure Marketing Department Policies and procedures are up to date, as they relate to events.
• Collaborate with other ISA staff members and/or committees as appropriate.

Requirements

Supervisory Responsibilities

None

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Education and/or Experience

• Post-secondary degree in a related degree program from an accredited college or university preferred and/or at least two years of related experience. Will consider candidates with an equivalent combination of education and experience.
• Experience planning and executing outdoors or sporting events preferred.

Language Skills

• Fluent in English, both verbal and written. Fluency in additional languages is a plus.
• Excellent written and oral communication skills.
• Ability to write correspondence professionally.
• Ability to effectively present information in one-on-one and small group situations to customers, association affiliations and other association employees.

Decision Making/Reasoning Ability

• Demonstrated ability to define problems, collect data, establish facts, develop conclusions, and recommend appropriate action plans.
• Ability to complete projects accurately within deadlines.
• Ability to solve practical problems and deal with various concrete variables.
• Responsible for asking for more information or details when the task or project is unclear.
• Able to work independently to complete projects with little to no day-to-day supervision.

Additional Competencies

• Strong organizational and time management skills, demonstrated to handle multiple projects simultaneously.
• Customer service orientation with strong interpersonal skills to exhibit a professional, friendly, and helpful demeanor and ability to work with various individuals from diverse backgrounds.
• Ability to work in a team-based environment.
• Experience with registrations systems/administration preferred.
• Physical demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Must be able to remain in a stationary position 80% of the time.
• Moves about inside the office to access file cabinets, office machinery, etc.
• Regularly operates a computer and other office productivity machinery such as calculator, copy machine, and computer printer.
• Frequently communicates with internal and external customers.
• Lifting is occasionally required, up to 30lbs individually or 50lbs with assistance, when working with event and trade show materials.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Working conditions are normal for an office environment. Work may require occasional weekend and/or evening work and occasional work outdoors in all weather conditions.

The noise level in the work environment is usually quiet to moderate.

Cubical setting.

Some travel will be required (25%), as needed, to support meetings and event activities.

Technology and Equipment

Microsoft Windows 11 and Microsoft Office 365; proficient in Word, Excel Outlook, and SharePoint

Experience working with Adobe InDesign, Cvent, or other graphic design software suites is preferred.

Registration software experience is helpful.

The International Society of Arboriculture