Communications and Events Coordinator

State-based professional membership association in the mental health field seeks an organized, detail-oriented, and tech-savvy professional to serve in full-time communications and event coordinator position. This person will also play a critical role in the coordination and oversight of the association’s day-to-day operations. The successful candidate must be process-oriented, proactive, and able to thrive in a small office environment.

This role is best suited for someone with prior experience in event planning or communications, who is comfortable working independently and managing multiple priorities in a small, collaborative office environment.

This position is based in the Raleigh area, and candidates must be located in the Triangle region. 

Duties include:

Serve as primary meeting and event coordinator, including annual conference with 250+ attendees

• Manage all planning and day-of logistics for virtual and in-person meetings/events, including but not limited to: 
  • Work with program committee to develop scientific and social program schedule; 
  • Oversee audio-visual set-up and requirements; 
  • Research and implement strategies to optimize attendee experience and engagement; 
  • Develop and implementing day-of processes and timelines; 
  • Complete post-meeting evaluations and reports; 
  • Oversee vendor contracts for food & beverage, meeting spaces, room blocks, etc.
• Coordinate all communications with attendees, speakers, VIPs, exhibitors, hotels, and other vendors
• Develop marketing materials for events, including registration program, email marketing, onsite signage, and more
• For applicable events, complete the Continuing Medical Education (CME) accreditation process and assist attendees with the certification process
• Maintain functionality of attendee registration processing
• Act as a main point of contact for all meeting-related inquiries

Serve as primary communications coordinator for the association

• Write, edit, and design (using Adobe InDesign) layout for quarterly print newsletter, as well as twice-monthly electronic newsletter
• Write, publish, and design content for website, including design layout and navigation to ensure that new and consistent information is posted regularly
• Write and create engaging social media content
• Coordinate media releases and public relations
• Assist with writing and editing applications for awards, grants, etc. to support association and members

Provide administrative support for Executive Director and staff

• Answer office phone to assist both association members and the general public
• Attend association committee meetings (some evenings and weekends) and take minutes as directed
• Other duties as assigned

Desired Skills and Experience

• College degree in marketing, communications, business, or other related field strongly preferred
• 2 years of professional experience in event planning, meeting coordination, communications, or association management
• Excellent computer skills, including proficiency with internet research, and advanced knowledge with Microsoft Office Suite (strong Word and Excel skills required) and Adobe InDesign
• Experience with Association Membership Software (i.e., MemberClicks) preferred, but not required – comfort with learning and self-teaching web-based systems is a priority
• Ability to manage multiple tasks, set priorities, and meet deadlines
• Excellent organization and time management skills
• Excellent communication skills (verbal and written)
• Possess problem-solving skills and proven resourcefulness; capable of providing a high degree of customer service
• Superb attention to detail including maintaining detailed records of procedures and actions
• Minimal travel required