Event Coordinator
WorldStrides (Charlottesville/Harrisonburg, Virginia)

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Event Coordinator

WorldStrides is the largest and most trusted educational student travel company in the country, providing a variety of educational travel programs to more than two million elementary, middle and high school students since its inception in 1967. WorldStrides offers excellent benefits including travel discounts, 401K, health, dental, ACAC Health & Wellness Center membership subsidies, as well as a great working environment and growth opportunities.

This position is located in our headquarters office in Charlottesville, VA, recently voted "the best place to live" based on quality of life. We are nestled in the foothills of the Blue Ridge Mountains in central Virginia, approximately ninety miles west of Richmond and within a two-hour-plus drive of Washington, DC. Ranked the #1 "Best Small City in the South" by Money Magazine in 1998, Charlottesville is bordered by the scenic Sky Line Drive and the Shenandoah National Forest, and is the home of Thomas Jefferson's Monticello and The University of Virginia.

 Objectives:

The primary responsibility is to facilitate the setting, planning, and coordination of lead generation and other special events managed by the marketing department.  Key responsibilities include:

To increase new sales revenues To manage relationships with speakers and vendors To deliver all events within budget guidelines To manage all logistical arrangements for events

Essential Duties and Responsibilities:

Event Set-up:

·       Assist in theme, location, and itinerary development for events

·       Manage vendor selection process

·       Make reservations, coordinate shipping, staffing, and travel arrangements

·       Book venues and services

·       Organize required catering services in addition to room and communication equipment setup

·       Set up sales meeting and organize materials

·       Plan and coordinate post-event promotion

·       Assist in handling of applications

Event promotion:

·       Assist in presentation development for all event presenters

·       Review all internal and external promotional pieces for event accuracy (invitations, acceptance letters, pre-event packages, thank you package)

·       Assist in initiatives designed to recruit teachers to attend events

·       Work with Sales team to confirm attendance at each event and plan logistics accordingly

·       Track event results through pre and post event reporting

Budget:

·       Compile estimated cost models, submit final budget, track budget statistics, and prepare management reports

·       Negotiate contracts to meet approved budget

On-site activities:

·       Manage on-site staffing and registration

·       Manage itinerary and time schedule throughout the event

·       Execute appropriate responses to problems and emergencies

Team Work:

·       Participate in the development of the annual marketing budget, goals, strategies and objectives

Assist the Director of Marketing in developing presentation material Participate and be on time for all marketing meetings Monitor and measure division’s effectiveness in attaining the goals of the department Review and maintain organized, informative destination files Assist with special team and corporate projects outside of normal duties when needed

Additional Responsibilities: 

Assist Department Head in all assignments, making sure that all members of the Marketing Department have the proper resources and support Serve on committees as requested Additional responsibilities may be assigned

Standard Department Member Responsibilities:

Facilitate and/or perform training of staff members as requested Maintain accurate and up-to-date documentation Foster communication within the department, with other departments and with management Maintain knowledge of company policies and procedures so as to serve as an effective staff member Support company policies and management decisions with a sense of urgency and professionalism Seek out and participate in internal and external programs that facilitate personal and professional growth Identify and discuss personal and professional growth goals with Director Marketing Write and deliver self-performance appraisal to Director of Marketing on an annual basis

Qualifications: 

4-year degree required. Marketing degree a plus.  Superior communication skills (ability to speak to a large audience, interact with customers and vendors, and positively interact and communicate with staff members). Experience in marketing, travel, conventions or special events preferred.  Strong organizational skills and attention to detail.  Strong computer skills are required.  Must be willing to travel up to 60 days the first year (half of the travel is during weekend). Travel time may increase in the following years.

To apply please click on the link below:

http://tbe.taleo.net/NA7/ats/careers/requisition.jsp?org=WORLDSTRIDES&cws=1&rid=84

Or mail resume to:

WorldStrides

Att: Human Resources

590 Peter Jefferson Parkway

Suite 300

Charlottesville, VA  22911