Job Title: MOVE Coordinator

Job Status: Full-time

Job Summary: Under general supervision, the MOVE Coordinator is responsible for designing, coordinating, and managing all planning aspects of the MOVE (Mobilize, Organize, Vocalize, Empower) Summit and potentially other events as assigned. This includes overseeing logistics, assessing program goals, developing content, creating budgets, and handling service contracts. The Coordinator collaborates with vendors, the planning committee, and attendees to ensure smooth event execution. Proficiency in project management software, data analysis tools, and relevant technologies is often required.

Essential Duties and Responsibilities:
• Strategize, plan execute tours, meetings, conferences, and special events to align with organizational goals
• Develop detailed project plans, timelines, and specifications, incorporating historical and relevant data to enhance outcomes
• Collaborate with stakeholders to identify objectives and create comprehensive event strategies that maximize impact
• Identify and secure appropriate geographic locations and venues, coordinating site inspections and planning agendas
• Secure and manage speakers, dignitaries, and event participants, including overseeing contractual relationships as needed
• Plan and order technology requirements, ensuring all technical needs are met
• Design event agendas and activities that support event objectives, including food beverage, and material needs
• Oversee logistics, including transportation, seating, audio-visio setup, and risk management requirements such as insurance and security
• Negotiate contracts with vendors for all aspects of the event, including travel, venues, and supplies, while adhering to procurement guidelines
• Manage event budgets under supervision, ensuring all expenses align with financial goals
• Coordinate with communications team to ensure media, PR, and marketing efforts are effectively implemented
• Establish and manage invitation and registration procedures to ensure a smooth attendee experience
• Conduct RFP processes, evaluate proposals, and select vendors in alignment with organizational policies
• Oversee pre-event and post-event evaluations with organizers, supplies stakeholders, and facility providers to improve processes
• Lead and coordinate virtual events with participants across the country, ensuring seamless execution and engagement
• Manage and coordinate event volunteers
• Ensure proper materials and resources are available, and manage set-up, take-down and on-site operations for all events
• Provide regular feedback and reporting to stakeholders on event progress and outcomes
• Balance multiple projects, resolving conflicting priorities and escalating issues as needed for timely solutions
• Maintain expertise in project management, meeting planning, and event industry trends
• Perform other duties and responsibilities as assigned

Knowledge, Skills, and Abilities:
Knowledge of:
• Advance concepts, practices, and procedures in nonprofit management
• Project management principles, techniques, and tools
• Strategies for coordinating virtual and in-person events with diverse, nationwide audiences
• Event planning, logistics, and contemporary meeting techniques
• Budgeting processes and expense tracking
• Risk management and contract negotiation
• Marketing or public relations

Skill in:
• Strategic thinking, planning, and problem solving
• Strong interpersonal and communication skills
• Coordinating and managing complex events across geographic locations and virtual platforms
• Effective communication and collaboration with internal teams, stakeholders, and external partners
• Relationship building and exceptional customer service
• Operating standard office equipment and using required software applications for program area and other applications, including Microsoft Office

Ability to:
• Manage multiple tasks, projects, and priorities in a fast-paced environment
• Facilitate meetings, motivate teams, and influence outcomes without direct authority
• Maintain attention to detail while keeping broader objectives in focus
• Thrive under pressure, meeting deadlines while ensuring high-quality outcomes
• Facilitate and present at meetings, ensuring that all viewpoints, ideas, and problems are addressed
• Organize and prioritize multiple tasks and meet deadlines
• Handle stressful situations and provide a high level of customer service in a calm and professional manner
• Communicate effectively, both orally and in writing
• Build and maintain positive business relationships
• Define problems, collect data, establish facts, and draw valid conclusions
• Plan and execute items necessary in regard to organizing the event
• Work on-site at event as needed, nights, weekends, and travel required
• Partner with other functional areas to accomplish objectives

Educational/Previous Experience Requirements:
• Minimum Degree Required:

o Bachelor’s degree
• Required Disciplines:
o Business Communications, Marketing, Public Relations, Nonprofit Management, Meeting and Event Management or a related field
~and~
• At least 3 years of experience in event planning or any equivalent combination of experience, education and/or training approved by Human Resources.

Licenses/Certifications:
• Licenses/Certifications Required at Date of Hire:
o Certified Meeting Professional designation preferred

Working Conditions:

Hours: Normal business hours, longer/additional hours are required prior to and during major events/functions

Travel Required: Up to 50%, as needed

Working Environment: Climate-controlled office environment. May include outside weather conditions based on event.