Events Specialist

GENERAL SUMMARY

The Society of American Foresters (SAF) is the national scientific and educational organization representing the forestry profession in the United States. Founded in 1900 by Gifford Pinchot, it is the largest professional society for foresters and other forest management professionals and academics in the world. SAF’s mission is to advance sustainable management of forest resources through science, education, and technology; to enhance the competency of its members; to establish professional excellence; and to use our knowledge, skills, and conservation ethic to ensure the continued health, integrity, and use of forests to benefit society in perpetuity. More information about SAF is available at www.eforester.org

The Events Specialist will be responsible for coordinating the logistics of approximately 17 virtual and in-person events in partnership with the USDA Forest Service, assisting the Director of Events and Sales in the delivery of the annual SAF Convention, and the development of additional SAF events to support members. They will build relationships with various visitors bureaus, chambers of commerce, and hotels throughout the country to provide efficient and effective meetings for SAF and its stakeholders. The position will provide excellent customer service to our partners, meeting participants, and vendors. The ideal candidate is detail-oriented, adaptable, collaborative and develops positive relationships. The Events Specialist will report to SAF’s Director, Events and Sales.

Principal Duties and Responsibilities (Essential Functions):

• Researches and creates proposals for potential sites/hotels and logistics for events of the association  
• Coordinates all logistics for USFS training meetings, including RFPs for venue and room blocks, contract negotiations, site visits, F&B, A/V, and being onsite for events.
• Assists in managing and coordinating pre-event venue logistics of SAF’s annual convention (F&B, A/V, tour bus rentals, vendors, etc.)  
• Plans the National Silviculture Meeting, including coordinating all event logistics, including RFPs for venue and room blocks, contract negotiations, site visits, F&B, A/V, and being onsite for events.
• Keeps event SOP’s updated and current to activities of the organization.
• Researches latest event industry trends and makes recommendations for possible improvements; Participates in event webinars where applicable
• Coordinate pre-event meeting logistics for SAF board meetings, including RFP and site selection process, contract negation, hotel room blocks, F&B orders, etc.

USDA Forest Service Training Sessions:

• Required Meeting Management Planning which will include completion of data collection, organization, and submittal.
• Oversee the request for nominations and the sorting and selection process with guidance and final selection decisions being made by Inter-Regional Timber Sale Administration Cadre (NITSAC).
• Secure host locations as agreed with NITSAC including conference space, hotel room block, A/V needs, and food and beverage needs.
• Provide all printed material for each course in coordination with NITSAC.
• Coordinates with NITSAC point of contact for to ensure needs are met
• Participates in NITSAC meeting to plan outyear training sessions
• Be present onsite to address any logistical needs

Convention:

• Arranges pre-event logistics, including creating master space grid, and handling A/V, F&B, wi-fi, and electricity.
• Meets with vendors and key venue personnel in the months leading up to convention to coordinate planning efforts

National Silviculture Meeting:

• Coordinates all logistics for events, including RFP for venue and room block, contract negotiations, site visits, F&B, A/V, and being onsite for event.

Other:

• Performs other duties as assigned by CEO and direct supervisor.

Job Specifications:

• Personable and adaptable with a desire to contribute to the success of our organization.
• Excellent written and oral communication skills
• Strong attention to detail, highly organized, and ability to prioritize multiple projects.
• Independent, self-starter with a demonstrated ability to take initiative and accomplish tasks on time and with moderate supervision.
• Excellent customer service ethic and ability to cultivate, grow, and maintain positive relationships.
• Adept at developing and maintaining collaborative internal and external relationships; respects differing perspectives
• Proficient in MS Word, Excel, PowerPoint, and Outlook
• Must be a self-starter, able to follow instructions and make decisions independently, as well as work effectively in a team

Qualifications and Requirements:

• Bachelor’s degree in marketing, hospitality, sales, or other associated degree, or equivalent related experience in the association and meeting management environment.
• Minimum 1-3 years of experience providing meeting planning and support within a fast-paced, professional environment
• Ability to travel 35% of the time

Preferred Education/Skills:

• Degree and/or experience in forestry and natural resources a plus
• Customer-facing experience, with focus on problem solving
• Experience with association management systems, specifically iMIS AMS, a plus
• Knowledge and passion for forests and natural resources, or a willingness to learn, a plus

SAF will provide reasonable accommodation to the known physical or mental limitations of a qualified individual with a disability unless doing so would pose an undue hardship on the operation of the business. Telecommuting on an ad hoc basis is available following 90 days of successful employment.

EEO STATEMENT

SAF provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, gender identification or genetics. In addition to federal law requirements, SAF complies with applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall and transfers, leaves of absence, compensation, and training.

SAF expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of SAF’s employees to perform their job duties may result in discipline up to and including discharge.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

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