Event Planner

The Math Learning Center • Tigard, OR

19h • Hybrid

About The Position

The Math Learning Center (MLC) is a non-profit education organization with a track record of developing high-quality mathematics materials, including Bridges in Mathematics curriculum. We create programs that engage students, promote classroom community and discourse, and help more than 80,000 elementary teachers across the country deliver effective mathematics instruction.
Are you an energetic Event Planner who is passionate about education? If so, this position might be right for you. At MLC, you will coordinate the logistics of our internal and external events, conferences, and trade shows. As a member of the communications team, you will collaborate with our leaders to plan high-quality events that connect us to our customers and inspire the math education community.
This position is based in Oregon. In this hybrid or onsite role, office days are in our Portland, Oregon, and Salem, Oregon offices. Travel is a fun part of this role, with a few national trips throughout the year to support events.

Requirements

• Bachelor’s degree or equivalent experience.
• Two years of experience planning and coordinating events, projects, or programs with multiple stakeholders and contributors.
• A valid insurable Driver's License is required.
• Excellent communication, interpersonal, and organizational skills.
• Enthusiastic approach to customer service and have strong problem-solving and decision-making abilities.
• Ability to collaborate and work effectively with others towards a common goal.
• Ability to plan, organize, and execute projects from start to finish, meeting objectives and deadlines.
• Ability to evaluate event effectiveness and productivity, in order to inform future planning and priorities.
• Must be able to lift up to 40 pounds at times and occasionally transports items weighing up to 40 pounds.
• Occasionally stand, walk, push/pull, climb or balance, stoop, kneel, crouch, climb stairs, and reach above.

Nice To Haves

• Experience administering virtual conference/event platforms is preferred (e.g. Whova, Sched, Cvent, etc.)

Responsibilities

• Coordinate developing and executing an annual event calendar aligned with strategic priorities for expanding MLC’s reach, impact, awareness-building, and demand generation.
• Coordinate a collaborative process for evaluating and selecting trade shows, conferences, and events based on target audience reach and strategic alignment.
• Manage planning and logistics of internal and external events, conferences, trade shows, industry meetings, and other events that allow MLC to interact with current and potential customers.
• Collaborate with internal stakeholders to understand the purpose and audience of each event, identify MLC’s goals for the event, and ensure those goals are met.
• Research site locations for suitability. Prepare bid comparisons. Negotiate hotel blocks and venue rates. Handle contracts with support from our contracts and other internal teams, as needed.
• Coordinate with facilities, lodging, food and beverage, travel and entertainment vendors and event sponsors to ensure seamless logistics for event attendees.
• Monitor and manage expenditures within budget.
• Partner across teams to develop and implement plans for increasing awareness, generating productive leads, and conducting effective outreach through event opportunities.
• Evaluate, debrief, and document event efficiency and effectiveness, in collaboration with event stakeholders.
• Act as the primary contact for staff to answer questions and inquiries regarding events and outreach programs.
• Purchase, pack, and ship event and trade show materials, including organizing and tracking inventory of materials in our Salem office/warehouse.
• Arrange and coordinate event and trade show shipping and receiving in partnership with MLC’s shipping team, freight vendors, event venues, and package shipping companies.
• For events you attend in person, act as the primary on-site manager, overseeing booth set-up, coordinating staff activities, managing run-of-show schedules, and troubleshooting operational issues in real time.
• Provide administrative and platform support for virtual events hosted by MLC.

Benefits

• Competitive pay and benefits.
• Paid Time-Off: 12 holidays, 24 additional days PTO, and a wellness week.
• Health Insurance (medical, dental, vision): Premiums paid at 100% for employees.
• Retirement: 401(k) plan with 3% employer contribution and 2% match.
• Disability and Life Insurance: Employer-paid short-term, long-term, and group life.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree