Career Center

Position Description:     The Events & Education Coordinator will support NAPEO’s strategic plan by providing essential customer service in the events and education area to members and prospects, providing essential support to NAPEO’s educational events, and aiding in customer support functions across the board for events, sponsors, and exhibitors. 

Position Responsibilities:

Customer Service

• Serve as primary customer contact for existing and potential members on events and education related matters through professional and courteous phone and email interactions.
• Address phone and email inquiries regarding NAPEO conferences and services, as well as basic PEO industry information.
• Respond to member requests in a timely fashion. Coordinate and own resolution of issues or concerns.
• Develop standard responses to facilitate email and phone response to frequent requests.
• Escalate issues to appropriate supervisory team member in instances where needed.

Meetings/Conference Services

• Provide essential support to events team by coordinating communications, rooming lists, coding of conference invoices, and other duties, as assigned.
• In coordination with the Office Manager, prepare and ship materials for conferences and seminars. Inventory contents and track number of boxes shipped and received by facility. 
• Work with events team to collect, organize, collate, print, and ship proceedings and other printed materials for all in-person events.
• Support implementation of mobile app for conferences.
• Update the events pages of the website.
• Provide support on virtual events, including customer service and actual implementation using systems provided by third party provider.
• As needed, support registration function for events, including staffing conference registration desk. Meet needs of participants with the highest level of customer service.
• Prepare online evaluation forms for events and compile resulting responses.
• Coordinate the continuing education needs of event attendees, to include, but not limited to being the main point of contact with approving agencies, keeping the CE module of association database updated and relevant, producing certificates of attendance, sending follow-up emails after events to both accrediting agencies and attendees, and ensuring all events meet the educational requirements of CE credits.
• Be point of contact for guest room management for all events to include tracking rooming lists, cross-referencing registration lists to rooming lists and contacting those attendees that may need to register or reserve a room, being point of contact for all questions regarding hotel reservations, working directly with hotel’s reservation manager for each event, and managing a waitlist, if needed.
• Leadership RSVPS – work directly with NAPEO’s leadership to coordinate the RSVPs of those attending leadership events and assist with room reservations, as needed, and support of all leadership functions.
• Support Annual Conference Planning Committee and call for papers process, helping to put together the list of submissions to go to the committee, tally committee responses, and take notes on all committee calls.

Sponsorship and Exhibits Administration

• Support execution of sponsor contracts; track and execute sponsorship deliverables for all events; ensure all sponsoring companies have a representative registered for the event, if registration is included.
• Help to manage sponsor signage and branding process for events, supporting Director of Service Partner Accounts.
• Coordinate sponsor materials onsite for all events.
• Assist Director of Service Partner Accounts on exhibit contracts to include but not limited to corresponding with all exhibit coordinators as primary point of contact for service and logistics of booths, assisting exhibitors with registrations, as needed, and coordinating with general services contractor for exhibit lists and branding.
• Coordinate management of advertisements in conference proceedings notebooks.
• Put together and manage production schedule for all Medallion Partner Agreements.

Association Teamwork

• Maintain full knowledge of NAPEO strategic plan and current Association programs, services, publications, and membership benefits.
• Educate NAPEO staff on events and education promotions and services.
• Identify and maintain favorable working relationships with Executive Committee, Board of Directors, Leadership Council chairs, committee chairs, staff and service providers.
• Support the overall goals and objectives of the Association Strategic Plan through additional responsibilities.
• Be aware of, understand and follow the Association’s policies and procedures.

Position Requirements:   Excellent written and verbal communication skills. Solid customer service philosophy and attention to detail a must. Ability to prioritize multiple projects, work in a fast-paced environment, and meet deadlines. Interpersonal skills to work effectively with colleagues and members. A high degree of responsibility, initiative and professionalism. Some travel required. Proficiency with Microsoft Office products, including Word, Outlook, and Excel. Bachelor’s degree. Experience with association membership database and writing queries a plus. One to three years’ experience in event support preferred, ideally in an association setting. This position may require sitting for long periods of time, moving around frequently and standing for long periods on-site at events and, on occasion, moving conference materials and supplies weighing up to 30 pounds