Event Program Coordinator

F

FCCS

Event Program Coordinator

Greenwood Village, CO
Full Time
Paid
  • Responsibilities

    JOB OVERVIEW

    FCCS Conferences are known for delivering an exceptional educational and learning experience for the Farm Credit System to further develop individuals and teams in their pursuit to increase their professional skillsets and knowledge. To deliver a well-executed event, we are seeking an individual that is results-focused and detail oriented to manage the speaker relations responsibilities for all our conferences to join our event team. Using high-level coordination, administrative, customer service and digital technology skills, this position will interact with all industry and professional speakers that support the educational programs delivered at FCCS Conferences. The Event Program Coordinator works with internal and external business partners throughout the conference planning cycle and the role reports to the Sr. Meeting Manager.

    FCCS provides a tremendous culture to its employees with a focus on work/life values. In addition to competitive pay and benefits, our Denver-based employees operate on a hybrid schedule, currently working remotely 3 days/week. The benefits and bonus structure are unique and a competitive advantage for FCCS making us a Great Place to Work certified organization.

    In addition to an annual bonus opportunity and competitive benefits, the salary range for this position is $53,000-79,000 annually.

    JOB RESPONSIBILITIES

    • Handles all aspects of Speaker Relations and Session Logistics for annual conferences, which includes:
      • Implementation of and accountability for the comprehensive communication plan with all confirmed speakers throughout the program event cycle.
      • Keynote/professional speakers- establishing communication with confirmed speakers/speaker agents to secure required collateral for marketing and promotional purposes, register speakers for events, secure/confirm hotel/travel accommodations, and ensure all session specific logistics are tracked and communicated to assigned meeting manager.
      • System/break-out speakers- onboarding confirmed speakers by securing speaker agreements, orienting speakers to the event-specific speaker portal, and ensuring all session specific logistics are tracked and communicated to assigned meeting manager.
      • Consistently monitor speaker portals against defined completion timelines, proactively communicating reminders and direct communications (email, phone, etc.) to ensure timely completion of tasks and collection of speaker and session materials.
      • Utilizing preferred tools, consistently track speaker task completion across all conferences, providing updates/reports to management as needed.
      • Scheduling and coordinating all speaker connect calls.
      • Supporting speakers with use of interactive tools (Cvent polling, live Q/A, etc.) through the development of FAQ documents as well as through individualized support as needed.
      • Preparing and uploading speaker and session collateral to all platforms.
      • Preparing and monitoring items related to event and session specific Professional Development Credits (CPEs):
        • Populating assigned credits to all required platforms.
        • Preparing and disseminating communications related to CPEs to participating attendees within defined timelines.
        • Monitoring and tracking submissions, auditing reports, and preparing certificate materials.
      • Supporting event-specific Meeting Manager:
        • Confirming accuracy and readiness of all speaker/session items on agenda and mobile app
        • Testing registration flows for all attendee types
        • Confirming accuracy of all session AV needs to inform use of internal vs. external equipment.
      • Preparing session presentations for use onsite by speakers and as a post-event attendee resource.
      • Preparing Session Introducer Packets for all conferences.
      • Working collaboratively with Leadership on the development and collation of event-specific Attendee materials (pre-event data collection and reports disseminated onsite).
      • Reviewing draft signage and other onsite collateral for accuracy.
      • Serving as onsite AV/Technology lead collaborating with onsite staff/vendors for pre-event set-up and testing, scheduling and facilitating day-of keynote speaker “run-throughs” and collaborating with internal team on development of “staff schedule” to ensure global session/speaker readiness and day-of support.
      • Receiving, reviewing, and processing speaker payments and/or travel reimbursements as outlined in agreements.
      • Using approved templates, build event and audience specific post-event surveys, collaborate with marketing on communications, monitor engagement, and pulling data for use by Sr. Leadership.
      • Staying current on latest technology related to speakers, sessions, and attendee engagement to anticipate needs and requirements for internal and external users and proposes changes as needed.
    • Supports AV/tech logistics for annual meetings which includes:
      • Collaborating with assigned Meeting Managers on the identification and analysis of AV/Tech needs.
      • Monitoring program requests for updates/changes and communicating with assigned Meeting Manager.
      • Preparing/submitting finalized internal AV requests as identified, monitoring shipments and providing updates to assigned Meeting Manager.

    JOB REQUIREMENTS

    • Bachelor's degree or equivalent training plus 3+ years of project experience in the corporate, non-profit association field or hospitality industry

    • Overnight travel as required (15-25%) to perform onsite speaker relations responsibilities

    • Complete competence in all Microsoft Office products to include Word, Excel and PowerPoint

    • Strong digital literacy with experience in the following areas preferred, but a demonstrated ability to learn, adapt and implement new technology:

      • Cvent event software
      • Project Management Tools (TeamWork)
      • Experience using a variety of survey and data collection tools (Qualtrics)

    • Must demonstrate strong verbal and written communication skills for working with internal and external stakeholders at all levels of seniority.

    • Strict attention to detail; work well under pressure while meeting tight deadlines and adjust to changing priorities.

    • Self-driven individual with proven ability to establish strong working relationships with internal and external teams and enjoy working in a team environment but also work independently.

    • Ability to lift, push and pull items weighing 40 pounds from one location to another

    • Ability to perform repetitive motions on computer for extended periods of time

    • Extra hours are sometimes essential to meet deadlines and manage onsite speaker responsibilities

    An Overview of FCCS. Our Expertise. Our Services.

    FCCS was created in 1975 to help clients enhance their organizations and optimize their operations. In the 45 years since, we have:

    • Expanded our business and consulting services to address the increasingly dynamic challenges of the marketplace.
    • Introduced leadership development, governance, and talent management programs that have earned strong praise from boards, executives, and human resource officers, alike.
    • Addressed the financial and operational concerns our clients face at the most pragmatic levels with legal consulting services, strategic risk management, and collective buying power.
    • Diversified our clients and programs, bringing growth, new energy, and insight to our organization.

    Headquartered in the Denver Tech Center, with approximately 50 employees, FCCS is proud to serve a variety of clients across the U.S.

    We provide:

    • Governance and Leadership Development
    • Conferences, Programs, and Events for Professional Development
    • Executive Coaching
    • Thought Leadership and Professional Speakers
    • Strategic Talent Management
    • Merger, Acquisition and Corporate Finance Advisory
    • Risk Management and Insurance Management
    • Passkey Affinity Program

    The unique blend of our expertise, services, programs, and conferences enables us to create enriching business solutions and help organizations to be more.

    JOIN OUR GROWING TEAM!

    Compensation:

    • Competitive Salaries
    • Annual Performance Bonuses

    Benefits:

    • 100% employer paid health insurance options
    • Hybrid work environment
    • 10-12 paid holidays annually
    • Generous paid vacation and sick time
    • Flexible work schedules
    • Generous 401k matching and other benefits
    • Casual Dress Code
    • Collaborative and welcoming work environment

    Being certified as a Great Place to Work is a reflection of our collective efforts to foster a positive and inclusive workplace culture where everyone feels valued, supported, and empowered to do their best at work. This achievement is a testament to the incredible dedication, talent and passion that each of our employees brings to our organization every day. Click HERE to see the FCCS company profile on the Great Places to Work website.

    FCCS is an equal opportunity employer (EOE).

    FCCS may require job candidates to successfully complete a background check as a condition of employment.