The Event Operations Coordinator is part of the RE+ Events Operations team, which is responsible for event operations at all RE+ Event conferences and trade shows. As part of a creative team, the Event Operations Coordinator will be responsible for supporting and assisting the Operations team in the management, delivery, and execution of superior events and outstanding customer experience.
The Event Operations Coordinator is a personable, organized, responsible multitasker that thrives in a fast-paced, team-oriented environment. Excellent customer service will be paramount as they will spend considerable time interfacing with attendees and internal and external stakeholders. RE+ Events is a fast-paced, high-energy organization with a very ambitious plan and a staff that is highly motivated. This position may experience high work demands under very tight timelines.
Essential Functions/Major Responsibilities
To be successful in this position, the candidate must have a positive attitude and be able to perform each responsibility, as well as other duties as assigned, to meet business needs and organizational objectives.
Support event operations, ensuring excellent and effective logistical implementation, including: room set-up, audiovisual, transportation, housing, food and beverage, show rules and regulations support, onsite management of logistics, attendee/exhibitor flow and signage, special event planning, affiliate meeting rooms, budget coordination, and operational reports.
Assist with pre- and onsite-registration responsibilities, including: answering incoming calls and email requests, producing necessary registration reports, managing and maintaining inventory of necessary registration materials (i.e., badge stock, ribbons, lanyards, etc.), coordinating with staff to proofread registration email blasts, confirmations, and welcome letters, supporting the team with testing and managing online registration processes for exhibitors and attendees, and helping to ensure excellent customer service to all registrants.
Coordinate with the sales team for sponsorship fulfillment including ordering promotional items, delivery, and onsite execution.
Track and work with appropriate staff to evaluate all events, ensuring continual improvement and quality customer service, including measuring and recording participation, consumption, and costs for events; and using historical data for making informed projections for future events.
Coordinate event shipments.
Assist with operations software and required documentation for vendors, hotels, etc.
Stay on top of industry standards in customer service and registration, providing input for enhancements and researching potential solutions.
Work with the Operations team to evaluate and recommend continuous improvements.
Other duties as assigned.
Bachelor’s degree and at least one-year meeting or event experience or 3+ years combined equivalent of work experience and education required.
Demonstrated ability to communicate clearly, concisely, and effectively to express information in both written and verbal context with colleagues, attendees, stakeholders, and vendors.
Independent judgment, adaptability, and creative problem-solving when confronted with changing and challenging circumstances.
Ability to handle high-volume, production-based work environment, including effectively managing deadlines and multiple priorities.
Not afraid to be creative.
Ability to work individually as well as with a team.
Demonstrated ability to learn and adapt.
Proficient in Microsoft Office Suite and able to use technology to work collaboratively with team members in various locations.
SETS is a virtual-first office. Physical office option in Arlington, VA. Full time telework is our standard with intermittent in-person gatherings.
Some travel (15%) and non-traditional work hours (i.e., after hours, weekends, and holidays) required.
Must be able to lift and carry a minimum of 40 pounds and physically participate in the movement, set-up, and storage of event related items/materials.
RE+ Events (formerly Solar Energy Trade Shows, LLC (SETS)) is the management company formed in October 2009 by Solar Energy Industries Association (SEIA) and Smart Electric Power Alliance (SEPA) to raise the bar for renewable energy trade events, producing RE+ (formerly Solar Power International), a top-100 trade show, as well as 14 international and regional events. RE+ Events plays a pivotal role in supporting our national energy independence. We have a staff of 21+ employees and an annual budget of $20 million. We offer an excellent benefits package. RE+Events is an Equal Opportunity Employer. This company does not and will not discriminate in employment and personnel practices on the basis of race, sex, age, handicap, religion, national origin, or any other basis prohibited by applicable law. Hiring, transferring, and promotion practices are performed without regard to the above-listed.