Community Programs Associate

The Community Programs Associate provides support to the Community Programs Manager and Events Department by assisting with the coordination and facilitation of various conferences, workshops, trainings, and online events for A.R.E. Headquarters. This role also involves coordinating direct mail plans and list selections to promote other sub-departments within the Events Department. Responsibilities include planning and organizing logistics for both in-person and virtual events, such as catering, lodging, transportation arrangements, and audio/visual equipment. The position also involves collaborating with other departments such as Field Conferences/Retreats, Events Programming and Production, Bookstore, and Tours to ensure successful coordination of events. In addition to event-related tasks, general clerical duties such as copying, faxing, mailing, emailing, filing, and managing incoming correspondence are also part of the role. The associate also works with the Marketing and Web Designer to create, update, and modify event web pages, virtual event watch pages, and events marketing emails. Evening and weekend availability required

Responsibilities (include but are not limited to):

Conference Planning and Coordination:

• Provides ongoing assistance to Manager of Events in planning, promoting, design and implementation, speaker contact, mail plan development, and development and follow-up events
• Provides support to Director of Community Programs in identifying, developing and nurturing conferences network of audiences, staff, service providers, speakers and potential collaborators
• Collaborates with Field Conferences/Retreats volunteers to ensure timely development of Field/Retreat programs, speaker coordination; provides support and resources for Field/Retreat programs and events
• Collaborates with other event managers and administrators (Tours, Member Services, A/V and Bookstore)
• Communicates any ADA requests for accommodations to Conferences Facilitator and Media Specialist; assists in preparation and coordination of accommodations as required, guided by Human Resources recommendations for compliance
• Maintains office supplies and coordinates with Conferences facilitator to obtain necessary program materials assists with Webinar moderation and virtual events coordinating as needed

Marketing:

• Assists with marketing of Headquarters events to include calendar listings, targeted emails, media ads, social networking sites, special brochure mail outs
• Coordinates with Production Department in the preparation, printing and mailing of event flyers
• Collaborates with Marketing and Web Designer to ensure timely addition of events to web site, makes changes and corrections, creates watch pages for virtual events, updates FAQ’s, and related tasks
• Responsible for preparation of quality handouts and materials for conferences and events
• Collaborates with Production Department to develop consistent global brand image in the design and preparation of direct-mail pieces, ad copy for newspapers, magazines and/or playbills 
• Coordinates mailings to ARE members and friends with Field Conferences/Retreats Coordinator by selecting mail parameters in appropriate demographic range

Speaker/Event Coordination:

• Serves as event logistics lead; negotiates and coordinates services with vendors and support staff to ensure events meet the highest standards for the organization
• Negotiates, coordinates and contracts event-related services and commodities with vendors to include audio/visual needs, catering, transportation needs, lodging, coordination of volunteers and other event-needs requests
• Coordinates with the speaker’s contact/agent for formal booking of speaker, securing signed contracts, booking hotel reservations, travel arrangements and arranging media connections
• Establishes and maintains consistent vendor relationships to promote value and cost savings for events and travel-related costs
• Ensures event details have been provided to speakers, support staff, and vendors

Communications:

• Originate correspondence related to conference activities; respond to emails, letters and other communications from conferees and interested individuals; update and maintain event files
• Responsible for providing internal communications of all programs to IT, Venture Inward, Customer Service, Visitor Center, Bookstore, other Regions/Urban Centers, and the Visitor Center
• Provides communication of event details to speakers, support staff, and vendors
• Responsible for notification, scheduling and training of event and event-support staff—audio/visual, facilities, security, volunteers, global calendar
• Maintains up to date list of available Survey lecture speakers. Schedules daily Survey lecture speakers, coordinating schedule with Visitor Center space availability. Provides Survey Lecturers and Lobby Desk Staff with supplies and forms as needed

Financial and Statistical Records:

• Oversees set-up of all department programs and smart codes into Aptify database
• Prepares timely tracking/status reports for each event to include logistical details, deadlines, program expense, department expense, attendance records and event history and submits to Conference Manager in timely manner
• Prepares and facilitates timely payment requests and invoices for all conference/department expenses; submits to Accounts Payable with reasonable lead time
• Assist the Events Director in program planning, budget preparation and forecasting.
• Other related duties, activities and responsibilities as needed

Required Education and Experience:

• Bachelor’s degree in marketing/communications or related field of study
• Three to five years’ experience in convention services, event planning/marketing or related hospitality services industry required
• Minimum three years’ experience in general office responsibilities and procedures
• Computer proficiency in Microsoft Applications (Word, Outlook, Excel, Publisher, PowerPoint) with some graphics/design experience preferred
• An equivalent combination or related work experience and education can be substituted for required education and experience
• Relevant and equivalent work experience includes volunteer work, internships, freelance work and transferable skills

Required Knowledge, Skills and Abilities: 

• Knowledge of philosophy of the key principles in the Edgar Cayce readings, particularly kindness, active patience and a service orientation is desired
• Ability to represent the A.R.E. (our purpose, work, administration, staff, volunteers, Board and membership) in the most positive light is essential
• Excellent computer skills including Microsoft Word, Excel, PowerPoint, Publisher, etc. with intermediate skills in graphics/design
• Knowledge of and experience with various web design and hosting platforms such as Umbraco, Salesforce, etc.
• Demonstrated computer proficiency in Word, Excel, PowerPoint, Publisher, etc., with some graphics/design experience preferred
• Knowledge of principles and practices of organization, planning, records management and general administration
• Strong time-management and multi-tasking skills with the ability to manage competing deadlines
• Excellent problem solving, written and verbal communication skills to exchange information with a variety of individuals required
• Excellent organization skills and detail orientation, yet the ability to keep an eye on the bigger picture
• Excellent team participation and leadership skills required
• Must have strong skills intact, diplomacy and objectivity
• Demonstrated enthusiasm and respect in working with people from diverse backgrounds, displaying positive attitude toward helping others
• Ability to make decisions using precedent, existing policy and inferred organizational standards while working under broad supervision
• High degree of emotional intelligence and maturity – demonstrating adaptability, engagement and enthusiasm

Physical Requirements: 

• Ability to occasionally lift/carry up to 20 lbs. of handouts and program supplies
• Ability to travel domestically and abroad
• Ability to move between buildings on uneven ground and to use staircases in historical buildings
• Must be able to occasionally walk on uneven ground to access people and resources in other buildings on campus, and be able climb stairs in a historical building

Equal employment opportunity for all is an essential philosophy at the A.R.E. and throughout the organization, including Atlantic University, Edgar Cayce Foundation, Cayce/Reilly School of Massage, and the A.R.E. Health Center and Spa. We will evaluate all applicants for employment without regard to sex, race, religion, marital status, sexual orientation, age, national origin, color, veteran status, non-disqualifying disability, genetic information, or any other characteristic protected by law.

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