Raleigh, Durham, Chapel Hill
Washington, D.C.
Alexandria, VA
Alexandria, VA (hybrid) or Remote
Posted: 22-Jan-25
Location: Okemos, MI
Type: Full Time
Categories:
Preferred Education:
*To apply, please include cover letter expressing why you are a fit for this position, resume, and references. *
Founded in 1904, Michigan Audubon is a staple in the conservation, avian education, and research arena. One way we make a difference in these pillars is by educating our constituents and the public on the value of birds in our ecosystem through educational programs and specialized events.
We are excited to add a Meeting Planner to our team to help grow our reach, customer base, and brand recognition through meetings and event offerings. We are seeking a motivated individual who thrives on contributing to key projects and who enjoys working in a small yet mighty team environment. To be successful in this role, you need to be highly experienced meeting planner, detailed-oriented, be able to juggle multiple projects at once, and truly enjoy engaging with customers. As a non-profit organization each team member is both a project leader and a doer, this lends to our projects being highly customer centric.
This role reports directly to the CEO and will lead new projects, along with supporting current educational events overseen by the Manager of Education & Events.
Position Duties & Responsibilities
In 2025, we are looking forward to a few new projects. This includes exhibiting at an external festival, producing a one-day conference for our chapters, an in-person board meeting, and sponsoring an external event. The following are key responsibilities of the Meeting Planner for these projects:
- Manage logistics for MA’s presence at external conferences/festivals, including booth/table reservations, exhibitor/sponsor agreements, shipping materials, and all other ancillary requirements for onsite event needs.
- Manage logistics for one-day conference to include site selection, F&B, A/V, room set-up, and working with CEO on event agenda and team building workshops.
- Develop plan for the booth to include promotion items and engagement opportunities, lead collection, layout, and booth display.
- Develop and manage timelines to ensure deadlines are met for all event deliverables, such as signage, giveaways, and marketing collateral.
- Serve as the point of contact for event organizers, internal team, and/or customers.
- Ensure pre/post event communications are developed to help drive attendance to event and/or traffic to booth.
- Collect and analyze post-event data to measure ROI, present results to CEO.
This role supports currently planned educational offerings, such as birding tours and in-person workshop, which are overseen by the Manger of Education and Events with the following items:
- Assisting with coordination of logistics such as making reservations for event leaders/presenters, securing supplies and materials, drafting project communications (letters, forms, handbooks, etc.), creating/printing/organizing project materials, etc.
- Provide pre- and/or onsite staff support for educational events as needed.
- Assist in creating event registrations and managing registrations.
- Assist with updating assessment forms, compile and analyze evaluations, and prepare and distribute summary reports.
- Develop and manage surveys using survey software such as Google Forms, SurveyMonkey, or Neon CRM.
Minimum Qualifications and Experience
- Bachelor’s degree required.
- 5+ years of proven experience in project management, event coordination, or a similar role, ideally within an association or nonprofit setting.
- Exceptional organizational and project management skills with a keen eye for detail.
- Excellent written and verbal communication skills, with the ability to interact professionally with internal teams, clients, and partners.
- Ability to manage multiple projects simultaneously and meet deadlines in a fast-paced environment.
- Demonstrates a pro-active, self-directed approach to projects and solution finding. Able to work well autonomously and as a team member.
- Exemplary customer service skills
- Proficiency in marketing tools (e.g., Zoom, Hubspot, email marketing software) and Microsoft Office Suite, Google Forms, SurveyMonkey.
- Experience working with membership associations and/or exhibiting at association events or educational festivals is highly desirable.
- Demonstrates a pro-active, self-directed approach to projects and solution finding. Must be able to handle multiple priorities and deadlines, functioning well autonomously and as a team member.
- Ability to lift and move heavy items to facilitate events.
- Clear background check required.
Position Type/Expected Hours of Work
This is an in-office full-time position at Michigan Audubon headquarters in Okemos, MI. There will be occasional evening and weekend work as job duties or projects require it. Must have own transportation,
Travel
Travel is primarily local during the business day, however, some out-of-the-area travel and overnight may be expected. Travel is expected between 10-25% of the time.
Benefits
- Competitive Salary
- Health, dental, and life insurance
- FSA program
- Simple IRA
- PTO and Vacation time
*To apply, please include cover letter expressing why you are a fit for this position, resume, and references. *