Job Opportunity

Meeting Planner and Event Coordinator
California State Association of Counties

Date Posted:

December 20, 2022

Salary:

The current salary range for the Meeting Planner and Event Coordinator position is $60,000-$90,000 annually.

Description:

The Meeting Planner and Event Coordinator is responsible for coordinating the logistics for all CSAC meetings. Responsibilities include: identifying site requirements; preparing and distributing requests for proposals to possible venues; negotiating venue and speaker contracts; scheduling events, seminars, and off-site social activities; ensuring appropriate insurance coverage; determining food and beverage requirements; coordinating registration and tracking room assignments; ensuring events proceed as scheduled; and, resolving any issues that arise during the course of an event.

Job Duties:

  • Primary responsibility for event and meeting planning needs for CSAC major conferences, CSAC Executive Committee meetings, CSAC Board meetings, and CSAC Regional and other meetings. 
  • Oversees registration for CSAC major conferences; collects registrations and funds and distributes to accounting department.  Coordinates with CSAC affiliate organizations that meet in conjunction with the CSAC major conferences.
  • Consults with internal departments regarding event themes, seating, venues, food, and other related event aspects.
  • Coordinates activities with applicable parties to ensure the logistical needs of events are satisfied. This includes, but is not limited to, food and beverage orders, technology orders, room rentals, hotel/travel accommodations, and orders/preparation of meeting/event materials.
  • Coordinates meeting planning for CSAC Officers, CSAC Executive Committee, and CSAC Board of Directors.
  • Assigns tasks to, and monitors work of, staff assigned to meetings and events; responsible for hiring and supervising in-house and temporary staff as needed.
  • Arranges for travel, car rental, and hotel accommodations for guests of CSAC, CSAC staff, and CSAC officers.
  • Coordinates meeting planning for CSAC Regional Meetings and CSAC Corporate Partners Program. 
  • Coordinates agency/affiliate meetings and special events by selecting a time, place, and location for the events; facilitates and leads planning meetings connected with conferences, events, informal gatherings, and association-sponsored meetings and events.

Distinguishing Characteristics:

The Meeting Planner and Event Coordinator has primary responsibility for the planning of all CSAC events, both in-house and out-of-house. The Meeting Planner and Event Coordinator must manage multiple events, contracts and deadlines throughout the year with accuracy, transparency and timeliness. This position requires collaboration internally and externally and excellent communication skills.  

Knowledge Required:

  • Event planning principles and practices;
  • Budgeting principles and practices; and,
  • Contracting expertise; and,
  • Records maintenance principles; and,
  • Supervisory experience; and,
  • Operational practices of hotels, airlines and other transportation organizations; and,
  • Operational practices of food and beverage providers and others providing meeting services.

Skills Required:

  • Using a PC computer, Microsoft Office Suite and related software applications;
  • Making event decisions based on financial considerations;
  • Adapting to rapidly changing environments;
  • Analyzing problems, identifying alternative solutions, projecting consequences of proposed actions, and making recommendations in support of goals;
  • Mediating conflict;
  • Conducting negotiations;
  • Developing and implementing event plans;
  • Analyzing processes and making recommendations for improvement;
  • Coordinating and executing multiple tasks;
  • Coordinating activities between multiple parties;
  • Attending to details;
  • Monitoring budgets; and,
  • Refined communication and interpersonal skills; must be able to interact with coworkers, supervisors, general public, etc. sufficiently to exchange or convey information and receive work direction.

Physical Requirements:

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.  Sedentary work involves sitting most of the time.  Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Minimum Requirements:

College Degree and five years of experience in meeting planning, or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job. Accreditation as a Certified Meeting Planner (CMP), Certified Meeting Manager (CMM), or Conference and Meeting Management Certificate (CMMC) is desired. 

How to Apply:

Please send a letter of interest and resumé to resumes@counties.org.

Filing Deadline:

The deadline to apply for this position is 5 p.m. on Wednesday, January 18, 2023.   

 

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