Meetings & Events Specialist

Website Rural Community Assistance Partnership Incorporated

Title: Meetings & Events Specialist 
Reports to: Associate Director of Training & Events
Location: Washington, DC (hybrid work schedule)
Posting Date: May 9, 2024
Application Deadline: May 24, 2024 
Anticipated Start Date: July 15, 2024

Organization Description: The Rural Community Assistance Partnership (RCAP) is a national network of nonprofit partners that works to ensure that rural and Tribal communities across the US have access to safe drinking water, wastewater treatment, solid waste disposal, and economic prosperity through technical assistance, training, and financial assistance in the smallest communities across the country, many of which are low income. RCAP builds capacity at the local level, while raising the voice of rural and Tribal communities through advocacy, storytelling, research, and strategic partnerships. Annually RCAP serves approximately 2,000 rural and Tribal communities with an average size of less than 1,600.

RCAP is an Equal Opportunity Employer: We welcome and encourage applications from candidates who can contribute to the diversity of our workforce across a range of dimensions. Individuals who come from rural areas; who identify as Black, Indigenous, Latino, Asian, Pacific Islander, or other People of Color; who are queer, trans, non-binary, or two-spirit; people with disabilities; people who are immigrants; people from poor and working-class backgrounds; and people who are/have been system-impacted are strongly encouraged to apply. We invite every potential job applicant to apply regardless of race, national or ethnic origin, color, religion, age, gender, sexual orientation, marital status, family status or disability and we encourage applications from people of all backgrounds.

We expect all our employees to share a commitment to diversity, equity, inclusion, and belonging, and always seek ways to improve how well we live these values. If we can make the application process easier through accommodation in the recruitment process, please let us know. Once you have applied, we welcome your feedback on how you have experienced our values around diversity, equity, and inclusion in the recruitment process.

Position Description: Under general supervision of the Associate Director of Training & Events, the Meetings & Events Specialist will lead logistical planning and execution for internal and external events such as conferences, workshops, trainings, RCAP Board meetings, and national and/or regional staff meetings. Currently, this position is responsible planning and execution of the following events:
– Two (2) week-long, national conferences annually of 250-500 attendees
– Annual DC Fly-In event of up to 100 attendees for up to four days
– Up to three (3) in-person national board meetings annually of @ 20 attendees, generally 2 days each
– Up to three (3) in-person program manager meetings annually of @ 30 attendees, generally 3 days each
– Approximately five (5) in-person training events annually with 30-50 attendees, generally 3 days each.

Major responsibilities include but are not limited to: developing event budgets; soliciting event locations and contracts through a conference planning firm; securing meeting sites, arranging lodging, meals, and other  logistics as well as on-site management of events; setting up protocols for registration, and analyzing and adhering to federal regulations and per diem rates.

Hours: Exempt Full-Time  
Salary Range: $72,100 to $85,000 per year depending on experience and qualifications. 
Benefits: RCAP offers an outstanding benefits package which includes:
– 15 days of Vacation Leave (accrued on a prorated per payroll basis)
– 15 days of Sick Leave (accrued on a prorated per payroll basis)
– 10 Holidays plus 3 Floating Holidays
– Platinum level Health Insurance with 100% of premium paid for the employee and 70% for dependents
– Dental and Vision Insurance with 100% of the premium paid for both employee and dependents
– 403b Retirement Plan with automatic employer contribution of 7% after 6 months
– Employer paid Life, Long and Short-Term Disability Insurance
– FSA Plan

Specific Duties/Responsibilities:  

– Event Planning & Strategy
– Coordinate with senior management to understand event requirements, themes and desired outcomes.
– Establish event budgets and timelines, ensuring adherence to financial and scheduling constraints.
– Venue Selection and Logistics Management
– Work with a conference planning firm to research, evaluate and secure appropriate venues for internal and external events such as conferences, workshops, trainings, board meetings, etc. considering logistical factors such as capacity, location and amenities.
– Maintain contacts with event and partner organization planners, hotel suppliers, and convention and visitor bureaus; attend trade shows; develop event location contacts; and maintain files on resources.
– Develop RFPs and negotiate contracts with venues and suppliers, including hotels, conference centers, caterers, AV companies and transportation providers. Comply with and revise as necessary.
– Manage event logistics including room layouts, AV setups, transportation arrangements and accommodation bookings.
– Work with a conference planning firm to negotiate rates for food, beverage and audio-visual needs and identify safety protocols. Obtains contracts for food & beverage, collect responses on selections and processes orders.
– Secure lodging for trainers/presenters, staff and board pivot to virtual event production as needed.
– Registration and Attendee Management
– Provide registration management and on-site conference management.
– Implement registration systems and processes to facilitate attendee registration, ticketing and check-in.
– Recommend any registration fees; track expenses and analyze bills, rectifying inconsistencies with contracts.
– Provide assistance and support to attendees, addressing inquiries, special requests and accessibility needs.
– Disseminate information to participants relevant to the event including meeting content, registration, housing information and general information as required.
– Travel for the purpose of site selection, on-site production of events and overall staffing during events.
– Event Coordination and Management
– Manage distribution of RCAP materials, i.e. booth, supporting materials, etc. for in-person industry exhibits – ship RCAP booth and supporting materials to/from industry events.
– Supervise event setup, execution and teardown activities, ensuring all logistical and technical requirements are met.
– Serve as the primary point of contact for vendors, staff and attendees during events, resolving any issues or concerns in real time.
– Comply with current Federal OMB regulations as they relate to cost eligibility, travel, per diem rates and other conference-related expenses.
– Examines, checks, and verifies data, reports, and other documents for completeness, appropriateness, adequacy, and conformity to established requirements; follows up on discrepancies.
– Establishes, maintains, and updates files, databases, records, and other documents; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring reports.
– Performs other related duties as assigned.

Required Qualifications:
– Knowledge of English language, grammar, spelling, and punctuation.
– Knowledge of facilitation, mediation and meeting management skills.
– Knowledge of rural and Indigenous community dynamics.
– Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, presentation software (such as PowerPoint).
– Skill in organizing and coordinating.
– Ability to work independently as well as in team environments.
– Ability to troubleshoot and solve problems.
– Ability to research and analyze background information to ensure accuracy.
– Ability to organize and prioritize work to meet multiple deadlines.
– Excellent communication, negotiation and interpersonal skills with the ability to liaise effectively with internal stakeholders and external partners.
– Ability to provide an elevated level of customer service.
– Ability to create, compose, and edit written materials.
– Ability to gather data, compile information, and prepare materials.
– Ability to maintain confidentiality.
– Ability to meet strict timelines.
– Flexibility to work irregular hours, including evenings and weekends, to accommodate event schedules and deadlines.
– Valid driver’s license and proof of insurance.

Desired Qualifications:  
– Five or more years of any combination of progressively responsible meeting planning work experience (education may be substituted for part of this experience).
– Bachelor’s degree (preferred).
– A certificate in Event Planning or Meeting Management, e.g. Certified Meeting Professional (CMP), is preferred.
– Familiarity with the Eventsquid registration platforms.

How to Apply:  
Please submit a cover letter and resume/CV to [email protected]  by end of day May 24, 2024.  

The Selection Process: In an effort to be as transparent as possible in our selection process as well as to help expedite bringing new staff on board, below is a tentative timeline of key events:

– Review of Resumes: Applications will be reviewed as they come in.
– Initial Interviews (virtual): June 3, 2024
– Full Interviews: June 14, 2024
– Extend offer: June 21, 2024 (subject to passing of a background check after offer presented)
– Reference checks after position offer: June 24, 2024

While we will proactively communicate these dates and any changes to you throughout the process, please consider placing tentative holds on your calendars for the initial screening and full interviews. Dates subject to change.