Events Coordinator

Job Description

Job Description

POSITION OBJECTIVE: Provide coordination and administrative support to the Business Operations and Revenue Development (BORD) Operations Team in planning and executing all team managed events including the American Farm Bureau Convention, AFBF events/meetings and IDEAg farm shows.

REPORTS TO: Sr. Director, Conventions and Meetings

PAY RANGE: $28.20 - $33.33/hour (approx. $55,000 - $65,000/year based on a 37.5-hour week)

LOCATION: Washington, DC; eligible to earn telework 2 days/week

DUTIES and RESPONSIBILITIES:

• Coordinate event registration and housing logistics for multiple events, ensuring accurate attendee records, room assignments, and timely communication.
• Provide administrative and project support to the BORD Operations team to effectively execute the American Farm Bureau Convention, Farm Bureau FUSION/YF&R Conferences, AFBF meetings and the IDEAg farm shows to include: coordinating communications, responding to phone calls and emails, participating in meetings and taking detailed notes, and organizing and maintaining project documentation.
• Coordinate the review, document management and implementation of contracts and agreements for hotels, transportation, sponsorships, food and beverage, and speakers through interactions with legal, vendors and other internal and external stakeholders.
• Build, maintain and track annual event timelines across multiple events and business units, event-related databases, files and records. Report when timelines are at risk and provide updates to the team and project management system accordingly.
• Support the development of event-related materials, presentations, communications, spreadsheets, hotel room assignments and other documents.
• Track and process vendor invoices, staff expense reports and assist with expenses and budget tracking.
• Provide outstanding customer service to AFBF staff, state Farm Bureaus and members, meeting attendees, corporate partners, vendors, sponsors, VIPs and exhibitors.
• Provide onsite support at AFBF meetings and IDEAg farm shows, as assigned.
• Provide relief and back-up assistance to the AFBF receptionist, as assigned.

RELATIONSHIPS:

Communicate and collaborate daily with team members across the organization. Work with AFBF staff, state Farm Bureau staff, and internal and external business partners.

EDUCATION OR TRAINING REQUIRED:

• Bachelor’s degree or equivalent experience in a professional environment.

EXPERIENCE AND SKILLS REQUIRED:

• Minimum two (2) years of experience in event planning, coordination, or a related field.
• Customer service-oriented with strong interpersonal skills and a professional demeanor.
• Exceptional organizational skills with excellent attention to detail
• Ability to manage multiple priorities, events and deadlines simultaneously.
• Excellent and proactive business communications skills.
• Proactive and resourceful approach with good judgment.
• Ability to apply training and feedback to grow skillsets.
• Ability to work independently as well as with staff and outside partners.
• Ability to work well under pressure.
• Proficient with Microsoft Office software, particularly Outlook, Word, and Excel.

PREFERRED EDUCATION/EXPERIENCE/TRAINING/SKILLS:

• Experience with Cvent and Monday.com
• Experience with database systems.
• Farm Bureau work experience a plus.

OTHER REQUIREMENTS:

• Occasional work on nights and weekends for on-site assistance is required.
• Occasional travel for on-site assistance is required, approximately 10%.

TO APPLY: Please submit a cover letter and resume.