The Education &Events Operations Specialist (EEOS) provides extensive operational support for ISRI’s conferences, meetings, and education services. This role works closely with the department Vice President to ensure all aspects of event development and execution processes are complete and run smoothly. The EEOS supports content development, speaker management, and meeting planning for small- and large-scale events.
The role requires strong self-direction, keen attention to detail, the ability to independently research solutions to problems, comfort with change, and must be able to juggle multiple priorities simultaneously and successfully.
Principal Duties and Responsibilities (Essential Functions)
Creates and manages operational workplans for ISRI’s annual convention and additional conferences and meetings, ensures milestones are met and monitors adherence to the schedule.
Creates, updates, and generates statistical reports on event metrics and historical performance.
Develops a system for tracking event metrics and maintains accurate data.
Prepares weekly reports, annual summary, and updates monthly financial dashboards.
Interprets data and presents findings to stakeholders in a clear and concise manner.
Creates convention space map and maintains accurate record of space diagrams.
Manages convention food & beverage spreadsheet and ensures data is accurate for budgeting purposes.
Reconciles event invoices and tracks transactions against event budgets; ensures accurate recordkeeping and reporting.
Coordinates weekly convention planning group meetings and agendas.
Researches all aspects of assigned events including price comparison and prepares summaries for consideration.
Prepares visual presentations and/or cost-comparison spreadsheets of venue recommendations.
Prepares RFPs in accordance with event needs; completes bid analysis and collaborates with team to finalize vendor service agreements.
Monitors and updates event supplier contracts, ensures deposits paid in timely manner, and invoices are reconciled accurately.
Develops and maintains a robust database of subject matter experts and speakers to use for programming and content creation, consultation, and curation.
Manages the collection and retaining of database records such as signed agreement forms, bios, and headshots.
Leads speaker coordination and operations, builds a process to track and manage past, current, and potential speakers. Creates clear, concise, and helpful communication to ensure speakers are prepared and have the resources they need to be successful.
Develops the Call for Proposals process for conferences based on the needs of each unique event. Assists Director, Education on process for developing robust programming for conferences and ensures speaker presentations adhere to ISRI policies.
During peak periods, assists with registration inquiries and customer service needs and be called on to staff events.
Keeps abreast of industry trends relating to conferences, education and professional development program design and delivery and implements new ideas. Seeks new ways to improve the attendee experience.
Ability to adapt and be flexible in a dynamic, hybrid work environment. Can work effectively with interruptions, handle frequently changing priorities, and manage unscheduled tasks with accuracy.
Experience managing and working with project budgets.
Capable of setting priorities when multiple demands are present.
Willing to provide a superior level of service and customer attentiveness; has a high level of motivation, initiative, and attention to detail.
Strong project management skills. Proactive inclination to identify, highlight, and respond to development needs.
Outstanding written and verbal communication skills.
Experience working with databases and/or an Association Management System (AMS) is required.
Proficiency in Microsoft Office, and an advanced level of fluency with Excel, are required.
Intermediate analytical and problem-solving skills are needed. A good comfort level in working with numbers and data sets.
Ability to handle confidential information with a high level of discretion.
Candidate needs the ability to lift objects of up to 25 lbs., travel domestically 3-4 times a year if necessary, and work unconventional hours as needed.
Qualifications and Education Requirements
No less than three years of experience in association, hotel, or corporate events.
BA or BS in business, hospitality, or a related field. Additional related experience may substitute for required degree.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
ISRI is proud to be an Equal Employment Opportunity employer. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, disability status, or any other applicable characteristics protected by law.