Virtual Event Planner
- Position Type
- Full Time
The International Society of Arboriculture (ISA) is a non-profit membership organization that serves the needs of tree care professionals and promotes the profession of arboriculture around the world. ISA is known as the industry authority on research, education and professional development. Each role in the organization plays an important part in delivering excellent member benefits and customer service.
The Virtual Event Planner plays an integral role in the planning, organization and logistical facets of delivering high-quality, cost-effective meetings and events to ISA’s targeted audiences. This position provides a wide range of support for many aspects of events including pre-planning, monitoring event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any issues that arise in the planning and delivery of ISA Virtual Events.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
- Understands ISA's Mission and adheres to organization and staff core values.
- Adhere to and develop processes related to events which ensure consistent service to event partners, sponsors, and attendees.
- Provide superior levels of customer service to promote a positive customer experience for all attendees and partners associated with ISA activities.
- Responsible for logistical planning, coordination, and follow up for all assigned events. Duties may include but are not limited to:
- Initiate RFP Process for assigned events, such as virtual platform needs, production needs, speaker procurement, special needs requirements, and other event needs.
- Summarize and make recommendations to Director of Event Services that align with event requirements.
- Coordinate with contracted vendors on function details including, but not limited to, audio/visual requirements, content support, and graphic design.
- Responsible for successful event execution.
- Responsible for coding and submitting invoices from assigned events successfully.
- Work on multiple virtual meetings and events simultaneously.
- Perform a variety of duties in support of the ISA Annual Virtual International Conference. Duties may include, but are not limited to:
- Review promotional and registration materials for accuracy of informational items.
- Build out of virtual conference platform.
- Assist with speaker management to ensure that all arrangements are executed properly.
- Point of contact and support with virtual conference vendors such as production support, captioning support, and other event partners.
- Communicate event details to registered attendees, sponsoring companies, and other event stakeholders.
- Assist in the coordination of other ISA related and/or contracted virtual meetings held throughout the year, which includes working with:
- ISA staff or committee chairs.
- Vendors and suppliers.
- Play an active role in the continuous improvement of ISA meetings and events.
- Monitor feedback in an effort to improve overall customer satisfaction.
- Document and recommend process improvements.
- Collaborate with other ISA staff members and/or committees as appropriate.
- Tracks expenses for event budget reconciliation.
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
- Post-secondary degree in a related degree program from an accredited college or university preferred; and/or a minimum two years related event planning experience with at least one year planning virtual events. Will consider candidates with an equivalent combination of education and experience.
- Fluent in English, both verbal and written. Fluency in additional languages is a plus.
- Excellent written and oral communication skills.
- Ability to write correspondence in a professional manner.
- Ability to effectively present information in one-on-one and small group situations to customers, association affiliations, and other employees of the association.
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 a variety of 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-today supervision.
- Strong organizational and time management skills, with a demonstrated ability 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 a variety of individuals from diverse backgrounds.
- Ability to work in a team-based environment.
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- 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, as needed, to support meeting and event activities.
Technology and Equipment
- Microsoft Windows 10 and Office 2013; proficient in Word, Excel and Outlook.
- Experience working with Adobe InDesign or other graphic design software suite is preferred.
- Experience working with Multi-line phone system, FAX, copier, postage machine, and web-based services.
- Registration software experience is helpful.
- Virtual Platform software experience is helpful.
ISA is an equal opportunity employer. This position is located in Downtown Atlanta, GA and not normally eligible for remote work. Currently this position will be temporarily eligible for remote work due to the COVID-19 pandemic.