Benefits Offered

401K, Dental, Life, Medical, Vision

Employment Type

Full-Time, Exempt

JOB SUMMARY:  

The Events Coordinator is responsible supporting the planning, coordination, and execution of annual conferences, meetings, and events. The Events Coordinator works closely with the Events team to execute the strategic vision of the organization’s events profile supporting efforts in registration, housing, virtual events, and Doolittle Leadership Center operations.

During events, both in person and online, the Coordinator serves as a key point of contact for customer service, facilitator of activities, and troubleshooter.  

ESSENTIAL FUNCTIONS: 

Planning and Coordination of Events (approximately 35% of effort): 

  • Manages operational timeline ensuring milestones are tracked and met while seeking and securing resources to ensure successful and consistent standards for all assigned events.    
  • Partners with multi-disciplinary teams including staff, consultants, vendors, and other stakeholders to plan and prepare seamless operation before, during, and after assigned events.   
  • Manages, coordinates, and implements the logistics of the events calendar for the Doolittle Leadership Center’s meeting space.
  • Facilitates meetings, provides updates, maintains notes, and successfully tracks documents. 
  • Provides clear, detailed instructions via contract language, function sheets, banquet event orders, rooming lists, floor plan, etc. to ensure successful execution.  

Registration and Housing Operations for Strategic Events (approximately 30% of effort): 

  • Prepares registration system for events, including registration set-up, any necessary health testing, advanced system operations, and on-site support[AG1] .
  • Works directly with hotel to prepare, manage, and monitor breakdown of various housing rates and room blocks.
  • Supports event registration and housing including monitoring and verifying eligibility.  
  • Answers incoming telephone calls and emails in support of event exhibitors and attendees. 
  • Directly supports and oversees customer service to event registrants and attendees. 

Execution of Events (approximately 30% of effort): 

  • Responsible for general logistical tasks including, but not limited to, vendor management, menu selections, registration and guest list management and invitation process, signage, decor, transportation needs, determine room set-up, session room assignments, manage freight shipments, travel research and booking as assigned.
  • Coordinates logistical implementation on-site for in-person events and provide support for AFA, Doolittle Leadership Center, and virtual events as assigned.  
  • Maintains accurate historical files for each event.  
  • Works to implement changes to continuously improve event planning and execution; suggest new procedures and/or improvements for existing processes. 
  • Manages budgets, as well as review and breakdown bills

Other Duties as assigned (approximately 5% of effort): 

  • Other tasks as assigned. 

WORKING CONDITIONS: 

  • Works out of Air & Space Forces Association’s headquarters in Arlington, VA. 
  • Office hours are 8:30 a.m. to 5:00 p.m. Monday to Friday, subject to modification based on the needs of each program or site. 
  • Operates in a professional office environment with travel to local offices, community partners, and events. 
  • Routinely uses standard office equipment such as computers, phones, copiers, filing cabinets and fax machines. 
  • Must be able to work overtime and travel as needed. 

Physical Demands: 

The position requires sedentary work (sitting most of the time with no adverse environmental exposure) and occasional exertion of up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. The position also includes the following physical requirements: 

  • Movement. The employee in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc., and travel to and move around in varied locations. 
  • The employee in this position needs to be able to operate a computer and other office productivity machinery such as a copy machine and printer. 
  • The employee is required to communicate and hold verbal conversations with others by means of the spoken word. Employee must be able to exchange accurate information in these situations. 
  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions. 

REQUIRED JOB QUALIFICATIONS 

Education and Experience Required: 

  • Bachelors’ degree in marketing, communications, business, hospitality management or a related field, or equivalent work experience. 
  • At least five (5) years of related experience. 
  • Project management and logistics coordination experience. 

Education and Experience Preferred: 

  • Experience managing events with similar stakeholders and partners as AFA, i.e., military and industry partners, association members. 
  • Experience with the transition of traditionally in-person events to online environments. 

Department Core Competencies: 

Event Planning 

Interpersonal Skills 

Technical Competencies (Marketing) 

Knowledge, Skills, and Abilities Required: 

  • Ability to maintain exceptional attention to details in complex events and manage all related functions. 
  • Strong ability to prioritize, produce, and remain calm in a fast-paced environment. 
  • Knowledge of and familiarity with the US Air Force and/or military ranks, insignia, and structure. 
  • Knowledge of membership-based organizations and chapter management practices. 
  • Experience managing and leading others, including volunteers. 
  • Excellent verbal and interpersonal skills and a high degree of comfort interacting with industry leaders and senior military officials. 
  • Ability to be a forward-thinking strategist and tactician. 
  • Experience with, or ability to develop, budget management and financial analysis skills. 
  • Ability to effectively utilize interpersonal skills and reliable information when working with internal customers, team members, and external stakeholders to accomplish project goals.  
  • Strong customer service orientation. 
  • Excellent verbal and written communication skills.  
  • Ability and commitment to act with integrity, professionalism, and confidentiality. 
  • Proficient with Microsoft Office product suites (especially Word, Excel, and PowerPoint) and knowledge or ability to learn other computer-based systems.  

The Air & Space Forces Association is an equal opportunity employer committed to diversity, inclusion, and honoring the contributions of our country’s veterans.

Instructions for Applicants:

To apply, complete the application below and send it, along with a cover letter, resume, and salary requirements, to recruiter@afa.org. Incomplete and/or unofficial applications cannot be considered.