ABOUT SWE:

The Society of Women Engineers (SWE) for more than seven decades has given women engineers a unique place and voice within the engineering industry. Our non-profit organization is centered around a passion for our members’ success and continues to evolve with the challenges and opportunities reflected in today’s exciting engineering and technology specialties.

OUR VALUES:

Integrity | Inclusive Environment | Mutual Support | Professional Excellence | Trust 

Our values shape our culture, drive our decisions, and define who we are. These values serve as the compass for our actions, encouraging a shared sense of purpose among our staff and sets the standard for how we conduct business. 

JOB DESCRIPTION:

We are seeking a Coordinator, Events who embodies the values, principles, and priorities that guide our initiatives as we continue to make a lasting impact on the future. The ideal candidate is someone who is highly organized, thrives in a fast-paced, dynamic environment and is skilled at managing multiple projects and timelines simultaneously while consistently meeting deadlines. The ideal candidate will be a problem-solver who is motivated to tackle new challenges, navigate complex tasks, and deliver high-quality results under pressure. Attention to detail is a must, as is the ability to adapt to evolving priorities and tasks.

The position of Coordinator, Events reports to Director, Events

CORE RESPONSIBILITIES:

REGISTRATION MANAGEMENT: 40%

• Manage and resolve all Salesforce Service Tickets related to registration for Annual Conference and WE Local Events throughout the year
• Assist with creation, assignment, and management of all registration codes
• Provide end-to-end support for the registration process, from initial setup through post-registration assistance
• Run all reports through as needed

• Serve as a key on-site team member for Annual Conference registration setup and operations throughout the conference

SPONSORSHIP/PARTNERSHIP & DELIVERABLES ANNUAL CONFERENCE: 30%

• Partner with the Events Team leadership to plan, coordinate and execute all sponsorship and partnership deliverables for the Annual Conference, ensuring alignment with the contractual commitment of the sponsors/partners
• Maintain and continuously update the SWE Annual Conference Partnership tracker, ensuring accuracy and real time visibility of deliverables, deadlines, and sponsor/partner assets
• Serve as the primary contact to partners, proactively managing outreach, and collection of deliverables, logos and other assets needed for each partnership
• Coordinate the ordering and distribution of promotional items, ribbons, and other sponsor related materials
• Assist with the tracking and managing sponsorship/partnership and exhibition contracts

EXHIBITOR MANAGEMENT: 10%

• Assist with the development of the Exhibitor Services Manual and the monthly Exhibitor Bulletin
• Responsible for the overall exhibitor/trade show floor plan management to include (but not limited to) sign and edit Exhibitor and Interview Booth Floor Plan/s, be the primary contact for anything that needs to be addressed in EXPOCAD (renting of booths, deleting booths, changing floor layout, etc.)
• Responsible for any exhibitor changes that need to be made throughout the planning process
• Work directly with the GSC throughout the entire planning process
• Oversee all deliverables for partners/exhibitors
• Help exhibitors with technical difficulties (lead changes, login issues, description changes).
• Run Expocad reports as needed

GENERAL RESPONSIBILITIES: 20%

• Create and update SOPs for new systems and processes as they arise
• Bring innovation and invention to event planning
• General assistance with Annual Conference as needed
• General assistance with WE Local conferences as needed
• Other duties as assigned

DESIRED SKILLS:

• Knowledge of Cvent, Expocad, Salesforce preferred
• Strong organizational skills with attention to detail; ability to follow schedules and prioritize to meet tight deadlines while managing multiple initiatives simultaneously
• Exceptional customer service skills, a focused listener, and a problem solver
• Ability to work with creativity and flexibility in a fast-paced, high pressure environment
• Ability to work independently as well as collaboratively with internal and external stakeholders

SUPERVISORY RESPONSIBILITIES:

This position currently has no direct reports.

TRAVEL & SCHEDULE:

This position works 40 hours a week. Travel can be expected 20% of the time.

EDUCATION AND/OR EXPERIENCE:

• Associate degree or appropriate meetings and exhibits industry designations preferred
• 1-2 year experience working in Salesforce
• 2 years experience working directly with Expocad
• Basic knowledge of Google applications
• Basic knowledge of Smartsheet
• Strong computer skills including Microsoft Office applications; Internet and technologically savvy.

About Society of Women Engineers

For more than 75 years, SWE has given women engineers a unique place and primary voice within the engineering industry. Our organization is centered around a passion for our over 50,000 members' success and continues to evolve with the challenges and opportunities reflected in today's exciting engineering and technology specialties. We invite you to explore the values, principles, and priorities that guide our initiatives and learn how together, we can continue to make a lasting impact on the future.

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