Coordinator, Event Operations

Biotechnology Innovation Organization•Washington, DC

9h•$58,000 - $65,000•Hybrid

About The Position

The Coordinator, Event Operations, is responsible for overseeing specific event management tasks within BIO’s overall event portfolio. Events in this portfolio range in size from 40 - 20,000+ attendees and include small committee/executive meetings, conferences/summits, receptions, and the annual BIO International Convention. The Coordinator, Event Operations is an integral part of the Event Operations team which is responsible for the logistical planning, coordination, and execution of all BIO events. This team works alongside the Industry Programs, Industry Partnerships, Event Marketing, and Registration & Customer Care teams under BIO’s Chief Events & Industry Programs Officer.

Requirements

College degree or equivalent years of experience
1-2 years of related work experience
Proficient use of Microsoft Office Suite and ability to quickly learn and navigate technology platforms (including SmartSheet, Salesforce, and vendor project management tools).
Excellent written and verbal communication skills.
Excels in team-oriented, collaborative, and fast-paced work environments.
Resourceful and self-motivated, with ability to identify and prioritize tasks, manage concurrent projects, and meet deadlines.
A critical thinking, problem-solving, and creative mindset.
Superior organizational skills, with meticulous attention to detail.

Nice To Haves

Non-profit or membership organization experience a plus
Basic knowledge of event, convention, and/or tradeshow operations
Non-profit or membership organization experience
Experience with managing external vendors relationships

Responsibilities

Assist with the preparation of event specifications, banquet event orders, floorplans/room sets, Audio-Visual, telecommunications and other production needs for assigned events, including select areas of the BIO International Convention.
Coordinate housing and hotel rooming lists associated with assigned events.
Support and/or manage attendee experiential activations and offsite reception & event experiences at assigned events.
Oversee event department supply inventory as well as the shipment of department inventory and staff supplies to and from in-person event locations.
Maintain and contribute to event planning and production timelines.
Assist with the preparation of the Emergency Preparedness Plans for assigned events.
Organize Event Team holiday functions, and BIO staff appreciation events during select conferences.
Perform administrative tasks related to event planning, such as updating contact databases, consolidating reports, organizing RFP bids, and organizing other event documentation.
Contribute to the overall budget process by providing estimates for the logistical areas of assigned events or event areas, and ensuring final expenses are at/within the approved budget; provide updated budget projections throughout the planning process for assigned projects; and work with the Event Finance & Operations Team at the conclusion of the event to ensure final invoices and accruals are submitted in a timely manner.
Participate in the maintenance of planning meeting notes, historical files and data retention for assigned events.
Assist VP, Event Operations with expense reports.
Partner with internal BIO stakeholders to clarify event objectives, align goals and expectations, anticipate risks, and proactively identify recommendations.
Approach event design challenges and opportunities with creativity and critical thinking during each planning cycle, regularly evaluating each event/event component for return on investment, impact, and improvements.
Support departmental process and SOP improvement efforts.
Own and contribute to 3rd party vendor, contractor, and venue service provider relationships.
Stay current on conference, venue, and event logistical best practices and industry trends.