Program & Event Coordinator

Program & Event Coordinator

Social Enterprises, Inc. is a social impact event management company committed to driving action through events and educating attendees by creating actionable, collaborative experiences that empower sustainable and socially just communities. Our non-profit clients include the Organically Grown Company, National EV Charging Initiative, Women of Renewable Industries and Sustainable Energy (WRISE), and Forth. As a certified Benefit Corporation (B Corp), Social Enterprises meets the highest standards of verified social and environmental performance, public transparency, legal accountability, and utilization of the power of markets to solve social and environmental problems. Through the power of our collective voice, our society will enjoy a more shared and durable prosperity for all.

We are currently seeking a full-time Program & Event Coordinator to join our busy organization as a hybrid employee (remote and onsite event work). This role is responsible for providing program, speaker, and event coordination support for the day-to-day operations of Social Enterprises events. Prior experience in the event industry and at least two years of administrative or event logistics experience preferred. This is full-time position, plus benefits that include medical, dental, retirement savings with match, PTO, and paid holidays.

Strong verbal and written communication skills are a must along with supreme attention to detail and the ability to learn new disciplines, processes, and systems. Having an interest and strong proficiency in sustainability trends is a huge plus!

Interested candidates should email a resume and cover letter to hr@socialenterprises.net, with Program and Event Coordinator in the subject line. Social Enterprises is an Equal Opportunity Employer.

Job Description/Responsibilities

Program and Speaker Coordination

• Coordination program operations for events assigned to you, including run of show, speaker management including audio/visual needs, special presentations, and tours
• Facilitate speaker relations for assigned programs; send out pre-event speaker communications/confirmations from official confirmation to end of event, including speaker preparations, and onsite speaker deliverables to ensure speakers are prepared for each event
• Coordinate scheduling for speaker prep calls for coaching and follow up on speaker deliverables
• Ensure responsive, timely follow-up on speaker communications; maintain strong, sincere, and collaborative relations with all speakers and speaker contacts
• Coordinate program details and speaker confirmations in project reports
• Coordinate audio-visual orders around program/speaker requirements
• Assist with speaker acquisition process for targeted speakers as required
• Onsite program coordination including run of show, stage/room management, speaker check-in, audio/visual needs, presentations, and emcee script
• Create program recap slides built with survey data for project debrief

Event Coordination

Project Coordination

• Coordinate monthly/weekly client update meetings for assigned projects. Review and update time line management system to make sure all milestones related to projects assigned are met.
• Coordinate event production schedule and timeline including elements of contracted planning, execution, and reporting outlined in project statements of work
• Coordinate event playbook to include detailed event elements for onsite event team reference
• Check and update Basecamp regularly for daily project milestones                                                            
• Time tracking for hours worked by project required on Harvest                                                
• Respond to client and stakeholder emails within 24-48 hours                                                                     
• Report back and take minutes at client meetings, as assigned                                                 
• Assist with agenda creation and meeting management for client meetings    

Skills and Abilities Required

• Proven ability to coordinate project deliverables for multiple simultaneous projects
• Strong client relationship coordination and customer service skills
• Ability to communicate in a productive and professional manner with co-workers, managers, and team members.
• Actively contribute in a positive manner during meetings with staff, clients, and partners
• Exceptionally detail-oriented and organized, ensuring quality and consistent output
• Strong written and verbal communication, able to deliver clear, concise information tailored to specific and varied audiences
• Ability to maintain a professional attitude and work independently with little guidance in a fast-paced, changing environment.
• Careful time management and project management skills to ensure projects stay within labor allocation
• Percentage of travel for onsite event work: 20-30%
• Willingness to travel on weekends to work events, as needed.
•  Proficiency in cloud software applications (Basecamp, Google Drive, Harvest)
• Proficiency in MS Office applications (Outlook, Word, Excel and PowerPoint).