Do you enjoy the creativity of event planning? Are you excited by challenges and problem-solving? This might be the role for you! We are looking for a proactive, creative, and experienced event planning professional to join our team as Professional Development Events Coordinator. In this role you will dive deep into the planning and execution of in-person events ranging from 75 to more than 1,000 attendees, as well as various virtual and hybrid professional development events.

The Events Coordinator is responsible for planning, coordinating, and executing the operational, physical, and technical elements of all Professional Development events (in-person, virtual, or hybrid), including Annual Conference. Key duties include vendor/venue management, supply/food & beverage procurement, attendee registration, and onsite troubleshooting. This role ensures that all event timelines, organizational standards, and budgets are met. This position requires travel to manage on-site event logistics; international event planning and travel experience may be required.

Principal Duties and Responsibilities

Event Management

• Research and source vendors for event logistics (hotels, transportation, A/V and technology, catering, etc.) 
• Produce and review banquet event orders (BEOs) 
• Use the event management system to develop registration and logistics for in-person, hybrid, and virtual events 
• Coordinate with Development department on sponsor/exhibitor deliverables related to events, including exhibit hall logistics 
• Assist in the preparation/ordering/production of attendee materials (name badges, lanyards, signage, schedules, program summaries, giveaways, etc.)
• Work with Digital Content Coordinator and Marketing & Communications department to create and update digital content including website, mobile apps, e-blasts, social media posts, etc.

Programming

• Assist with attendee/speaker/instructor communications (event details, information requests, general questions, etc.), including via the Association general inbox
• Work closely with other Professional Development staff on speaker/instructor logistical requirements
• Assist with the creation of attendee surveys and analysis of data

Budgeting

• Assist with budgeting and allocating revenues/expenses to the appropriate accounts, accurately tracking and reconciling with Finance department
• Coordinate contracts, invoices, and post-event reporting
• Assist with general clerical and other duties as requested

Professional Development & Departmental Support

• Provide essential support to other Professional Development department staff on various tasks, programs, and initiatives as needed
• Perform other duties as assigned, which may include new projects or adjustments to the current portfolio based on Association needs

Additional Responsibilities

• Upholds the Association’s Core Values to Cultivate Passion, Collaborate Authentically, Elevate the Voices of Public Gardens, and Grow Thoughtfully 

• Attends professional development and other team building activities, when offered 

• Travels to events including the Association’s annual conference and professional development offerings, and to represent the Association at other stakeholders’ events 

Qualifications and Skills

• Bachelor's degree preferred, or an equivalent combination of education and experience
• 2–4 years of experience coordinating end-to-end event logistics, including sourcing vendors, reviewing BEOs, managing room blocks, and overseeing on-site execution for in-person and hybrid programs
• Preferred experience with international events and planning; must possess or can secure a US passport 
• Experience working in membership organizations or professional associations
• Exceptional organizational skills with a track record of using project management tools (e.g., Asana) to meet deadlines in a remote environment
• A proactive approach in resolving urgent technical or logistical issues decisively
• Self-motivated, with solid project management and organizational skills combined with the ability to deliver highest quality materials within set deadlines
• Strong proficiency in managing multiple concurrent projects and timelines
• Excellent verbal/written communication to handle vendor contracts and stakeholder needs 
• Strategic and critical thinker able to act decisively to resolve urgent on-site issues 
• Capability to lift, move, and set up equipment, often involving long hours on site
• Learns and adapts to new digital tools and platforms; high level of comfort with digital technology and remote work 

Additional Information

This position will operate remotely; the employee’s home address will be used as their official work location for tax and benefit purposes. This position may require the employee to undergo appropriate background checks as a condition of employment. This role will require travel to national and international events which may take place multiple times throughout the year. The employee is frequently required to sit, use hands and fingers, and reach with hands and arms. The employee may be requested to lift up to 35 pounds.? 

About American Public Gardens Association

The American Public Gardens Association is the leading professional organization for the field of public horticulture. We champion and advance public gardens as leaders, advocates, and innovators in the conservation and appreciation of plants. We're growing and evolving our staff's capacity to engage our national network of 10,000 garden professionals and we want you to join us. This work will reward your desire to serve our field, growing with the Association, as we fulfill our vision of a world where public gardens are indispensable. Our Core Values: CULTIVATE PASSION We meet all opportunities and challenges with courage, creativity, teamwork, and mutual respect. By celebrating the diversity of the people, plants, and public gardens we represent, we all grow; ELEVATE OUR VOICE We champion public gardens by using our collective voice to advance public horticulture and gardens through policy, awareness, advocacy, and facilitating change. Through reaching out and welcoming in, we all grow; COLLABORATE AUTHENTICALLY We believe sustainable collaborations require transparency, empowerment, and accountability as we challenge one another and ask hard questions. Through inclusive, diver...se, equitable, and accessible interactions, we all grow; GROW THOUGHTFULLY We believe in the pursuit of individual and collective fulfillment through connection, learning, leading, sharing, and problem-solving. By modeling the many ways to advance with intention and equity, we all grow.

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