Meeting and Events Associate

General Job Summary:

Under the direction of the Director, Community Outreach, the Meeting and Events Associate is responsible for assisting in the planning, coordination, and execution of events that support Infinite Legacy’s public awareness and fundraising goals. This entry-level position works closely with the Senior Meeting and Events Specialist, as well as the Community Outreach team and external partners, to ensure events align with the organization's mission and vision. Position may require travel to Infinite Legacy regional offices.

Education and Experience:

1. Bachelor’s degree at an accredited college or university preferred, or equivalent work experience.
2. Minimum of 1 year of experience in event planning or related field.

Required Skills/Abilities:

1. Strong written and oral communication skills.
2. Basic project management skills with the ability to work on multiple projects simultaneously.
3. Ability to work effectively in a team environment.
4. Detail-oriented with strong organizational skills.
5. Proficiency in Microsoft Office Suite.
6. Willingness to learn and take on new challenges.

Duties/Responsibilities:

1. Assist the Senior Meeting and Events Specialist in planning, coordinating, and executing internal and external events.
2. Coordinate logistics for events, including venue selection, catering, and audiovisual needs.
3. Assist with budget tracking and reconciliation.
4. Communicate with vendors, sponsors, and participants to ensure smooth execution of events.
5. Collaborate with the Communications team to promote events through various channels.
6. Provide on-site support during events.
7. Assist with post-event evaluation and reporting.
8. Support the Senior Meeting and Events Specialist in developing event concepts and themes.
9. Assist in the creation of event materials, such as invitations, programs, and signage.
10. Conduct research to identify potential event venues, vendors, and partners.
11. Maintain event calendars and databases.
12. Assist in coordinating volunteers for events.
13. Other duties as assigned.

Working Conditions:

This position requires consistent availability, travel, and certain physical, language, and communication abilities, including:

1. Valid driver’s license and reliable, insured automobile for transportation.

1. Must be able to lift, carry, or otherwise move objects weighing up to 20 lbs.

1. Manual dexterity sufficient to operate telephones and computers.
2. Ability to accurately communicate, converse, and exchange information in English over the telephone and in person.
3. Computer literacy in a Microsoft Windows environment and demonstrated competency in the use of Microsoft Office software programs.
4. Attention to detail and use of a computer screen may produce mental and visual fatigue.
5. Willingness and ability to attend community events including evenings, nights, and weekends.
6. This position is Level 3 – Low to no exposure to Bloodborne Pathogens and no exposure to TB. These staff members do not visit hospitals.

The employer retains the right to change or assign other duties to this position. The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of the job, absent undue hardship.