Outdoor Event Planner International Society of Arboriculture

Transcription

1 Outdoor Event Planner International Society of Arboriculture Contact Name: Sheilah Trail Contact Contact Phone: (217) Closing Date: Salary: $39,000-$46,000 Description: TO BE CONSIDERED FOR THIS POSITION, PLEASE APPLY THROUGH OUR EMPLOYMENT PAGE: SUMMARY The Outdoor Event Planner plays an integral role in the planning, organization and logistical facets of delivering high-quality, cost-effective, and competitive events to ISA s targeted audiences. This position provides a wide range of support in the planning and delivery of the International and Regional Tree Climbing Championship events. Additionally, this person may assist with other ISA and partner events. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Understands ISA s Mission and adheres to organization and staff core values. Adheres to and develops event-related processes, which ensures quality service to event partners, sponsors, and attendees. Provides superior customer service to promote a positive customer experience for all attendees and partners associated with ISA events. Coordinates conference calls and face-to-face meetings including taking and distributing meeting notes. Responsible for schedules, logistics, vendor selections, competitor & volunteer registrations, and permit application submissions for the International Tree Climbing Championship (ITCC) and North American Tree Climbing Championship (NATCC). Assists with these functions for Asia-Pacific Tree

2 Climbing Championship (APTCC) and European Tree Climbing Championship (ETCC). Manages RFP Process for assigned events, such as transportation, facilities, catering, signage, displays, special needs requirements, printing, and event security. Evaluate and select service providers that align with event requirements, with approval of Director of Events. Develop online registration sites and assist with development of paper forms, where applicable, for all tree climbing events requiring ISA registration assistance. Oversee registration data entry to make sure that paper forms are entered in a timely manner and filed properly. Reviews promotional materials, registration forms, and event websites for accuracy of information. Participates in conference calls to maintain contact with event administration and local organizing committees. As needed, travels to tree climbing championship events to manage onsite activities. Occasional travel to other meetings may be necessary. Serves as the primary contact for Component and participant questions related to tree climbing championship events. Assists in the coordination of other ISA (internal and external) related and/or contracted meetings held throughout the year, which includes working with: o ISA staff or committee chairs. o Vendors and suppliers. o Volunteers Contributes to continuous improvement of ISA meetings and events. o Monitors feedback in an effort to improve overall customer satisfaction. o Documents and recommends process improvements and updates to event and/or committee policies. Maintains department filing system and event equipment/supplies in ISA s warehouse. Collaborates with other ISA staff members and/or committees as appropriate. Administer and audit Endorsement Program for all TCC events. Supervisory Responsibilities No supervisory responsibilities on a day-to-day basis. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

3 Education and/or Experience Associate s or Bachelor s degree in a related degree program from an accredited college or university preferred. Will consider candidates with an equivalent combination of education and experience. Previous event administration experience is required. Experience with recruiting and managing volunteers preferred. Language Skills Fluent in English, both verbal and written. Fluency in additional languages is a plus. Excellent written and oral communication skills including the ability to take notes and accurately edit documents. Ability to write correspondence in a professional manner. Ability to effectively present information in one-on-one and small group situations to customers, association affiliations, and other employees of the association. Decision Making/Reasoning Ability Ability to define problems, collect data, establish facts, develop conclusions, and recommend appropriate action plans. Ability to complete projects accurately and completely within deadlines. Ability to solve practical problems and deal with a variety of concrete variables. Ability to ask for more information or details when the task or project is unclear. Ability to work independently to complete projects, with little to no day-to-day supervision. Additional Competencies Strong organizational and time-management skills, with a demonstrated ability to handle multiple projects simultaneously. Customer service orientation with strong interpersonal skills to exhibit a professional, friendly, and helpful demeanor. Ability to work with a variety of individuals.

4 Ability to work in a team-based environment. Physical Demands 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 may be made to enable individuals with disabilities to perform the essential functions. While performing this job, the employee is regularly required to sit, talk or hear. The employee is required to use hands and fingers for computer and phone usage. Lifting is occasionally required, up to 50lbs, when working with event equipment and materials. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Typical working conditions are normal for an office environment. Occasional weekend and/or evening work and occasional work outdoors in all weather conditions may be required. The noise level in the work environment is usually quiet to moderate. Cubicle setting. Some travel will be required, as needed, to support assigned activities. During event travel, working conditions will change meeting the needs of the event. Often this will increase the physical demands of the role significantly. Technology and Equipment Microsoft Windows 7 and Office 2007 and/or 2010; proficient in Word, Excel, PowerPoint, and Outlook. Experience working with Adobe InDesign or other graphic design software suite is preferred. Experience working with Multi-line phone system, FAX, copier, postage machine, and web-based services. Registration software experience is helpful.

5 TO BE CONSIDERED FOR THIS POSITION, PLEASE APPLY THROUGH OUR EMPLOYMENT PAGE: