Full-Time Event Coordinator
AnLar is looking for a highly motivated and passionate individual to provide leadership and coordination for events and meetings associated with one or more projects. We are looking for individuals with experience planning the logistics and details of small (<50 people) and large (>500 people) events for projects on behalf of state programs and the federal government, as well as internal AnLar events. We are looking to add a versatile, independent, disciplined problem-solver to our rapidly growing team of people doing influential work. This position will lead the planning and implementation of several in-person and virtual events for AnLar projects. This position is a fully remote opportunity. However, regular travel to client locations is required. All AnLar employees are able to use our Arlington, VA offices at their discretion.
AnLar’s benefits package is a reflection of our commitment to putting our people first. Our benefits include generous paid vacation time; competitive medical, dental, and vision insurance; a monthly wellness stipend; annual professional development stipend; a volunteer matching program; and a 401K match, among others. The salary range for this position is $60,000 – $80,000. We’ve also implemented a no negotiation policy. We don’t believe in “low balling” candidates or making a game out of negotiations. Instead, we make data-driven offers based on a candidate’s skills and related experience, aligned with our company-wide salary structure. To keep AnLar’s compensation equitable, we ask that you only apply if the range and salary practices align with your preferences.
WHO WE ARE:
AnLar is a multidisciplinary team of adept, dedicated, kind-hearted people striving to have a positive effect on the areas of life they’re most passionate about ─ education, equity, health, and so on. We are researchers and seekers, consultants and communicators, problem solvers and partners. In industry-speak, one could say we specialize in work such as creating modernized data systems, supporting change management, conducting research and program evaluation, providing technical assistance, and exploring the depths of this work further through visual communications design. Based in the DC area with remote staff all over the US (and a few abroad), we at AnLar value strong relationships, thoughtful and creative approaches, hard work and grit, and the overall wellbeing of our team. All in all, we want to be able to feel good about the work we do, how we do it, and with whom we collaborate. For more information about us, please visit anlar.com.
WHAT THE JOB ENTAILS:
This position will support multiple large-scale education initiatives at AnLar with several in-person and virtual events to be implemented. In addition, this position will work across AnLar teams to plan and implement multiple in-house events.
- Event planning and logistics: Lead the planning and execution of virtual, hybrid, and in-person events, including researching and securing locations, submitting and tracking RFPs, reviewing and negotiating hotel and venue contracts, coordinating with audio-visual vendors, developing and managing registration, leading participant communication, creating tracking systems for data and information needed for each event, utilizing event management software, and developing and monitoring event budgets. Coordinate with the content planning team to ensure logistics match the space, AV, and material needs for presenters and participants. Coordinate travel, accommodations and reimbursement for qualified participants according to federal and state guidelines. Attend events to provide onsite support to ensure smooth implementation and respond to client and participant needs. Ensure compliance with insurance, legal, health and safety requirements
- Client and vendor management: Lead the coordination and collaboration between AnLar and the client and AnLar and its events vendors, including monitoring contracts and budgets with the project lead and client. Assess the effectiveness of vendor products in use and research alternatives as needed to bring to project leadership for consideration.
- Internal event management and planning: Support the planning and implementation of internal AnLar meetings and events, including developing a comprehensive AnLar approach to event management to be used across the organization. Develop protocols for individual meetings (such as reimbursement policies) with input from the project team, AnLar leadership, and the client. For project meetings, work with the AnLar team to process financial reimbursements to participants or honoraria for events where this is offered.
WHAT SKILL SET WE’RE LOOKING FOR:
- Prior event planning experience: You have experience organizing and implementing small and large scale events. You have an understanding of conference and meeting material design, the ability to work with external teams, vendors, and multiple stakeholders, and understanding of virtual platforms and their functionality (for example, Zoom, Google Meet, Microsoft Teams) including knowledge of meeting production workflows, break-out rooms and participant management.
- Planning and proactivity: You have stellar attention to detail and amazing time management skills. You are able to prioritize multiple activities based on project needs and on project timelines. Dependable and organized, you seek out creative ways to proactively solve problems and expand on what is working, all while meeting deadlines to ensure the effective implementation of all events.
- Effective communication: You communicate early and often with all involved to ensure that everyone is aware of key event details, including project team, client, and participants. You tailor your communication to different audiences effectively and ensure that written guidance is comprehensive and approachable. You are an active listener who is able to remain responsive and flexible in challenging situations.
- Systematic thinking and organization: You are able to see the larger picture of event planning across multiple projects, and are able to set up procedures that align both with project needs and AnLar internal functioning.
- Adaptability: While you are organized, proactive and systematic, you’re also adaptable to change. You actively seek better solutions while at the same time making sure that client’s expectations and requirements are met.
WHO THE RIGHT CANDIDATE IS:
- A minimum of 5 years prior event planning experience, including planning large annual events, smaller in-person events, and virtual events of all sizes
- Experience with event planning technology, such as Cvent or Eventbrite
- Willingness to travel to events to be onsite support, approximately 6-10 times a year
- A bachelor’s degree or equivalent combination of education and experience, with at least five years of experience in meeting and event planning
- Coachable and open to giving and receiving feedback.
- A team player. You step up when someone needs help, follow through on your commitments, and are willing to go the extra mile for your team and our clients.
- Committed to building an inclusive and equitable environment at AnLar. You are ready to engage in conversations about diversity, equity, inclusion, and justice.
- Preferred, but not required:
- CMP and/or CGMP certification
- Prior event planning experience for the Federal government
- Experience planning hybrid events and an ability quickly pivot (as demonstrated by event planning during COVID)
- An understanding of federal and state guidelines for events
- Familiarity with the Washington D.C. area and established relationships with area venues
How to Apply
APPLICATION INSTRUCTIONS:Interested applicants should submit a resume and cover letter, and anything else that makes you stand out in the form below. In your cover letter, please include one paragraph on which of AnLar’s core values resonates most with you and why. If you are an existing AnLarian applying, please submit your resume and a brief cover letter highlighting your interest in the position in the form below. Internal candidates will automatically advance to the second phase of the interview process. We will collect applications on a rolling basis, however priority will be given to candidates who submit an application by 5:00 pm ET on December 7th, 2023. If you have any questions, you can reach out to us at email@example.com. Diversity is valued and inclusion is reflected in our efforts to recruit, develop, and engage the diverse staff needed to accomplish our mission. All qualified applicants will receive consideration for employment without discrimination on the basis of race, color, religion, sex, gender, gender identity/expression, sexual orientation, national origin, protected veteran status, or disability. If you need to request an accommodation for the selection process, please contact Emily Konig (firstname.lastname@example.org).
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