Events Project Manager

Summary

Join the Society of American Foresters (SAF) as their new Events Project Manager! In this role, you will be responsible for planning and executing various events, from small training sessions to large-scale conventions. You will manage project timelines, coordinate logistics, and build relationships with external partners. The ideal candidate is detail-oriented, adaptable, and customer service-focused. This is a remote position within the United States, excluding California, with occasional travel required. The salary range is $65,000-$70,000 annually, and a comprehensive benefits package is offered.

Requirements

• Personable and adaptable with a desire to contribute to the success of our organization
• Excellent written and oral communication skills
• Strong attention to detail, highly organized, and ability to prioritize multiple projects
• Independent, self-starter with a demonstrated ability to take initiative and accomplish tasks on time and with moderate supervision
• Excellent customer service ethic and ability to cultivate, grow, and maintain positive relationships
• Adept at developing and maintaining collaborative internal and external relationships; respects differing perspectives
• Proficient in MS Word, Excel, PowerPoint, and Outlook
• Must be a self-starter, able to follow instructions and make decisions independently, as well as work effectively in a team
• Bachelor’s degree in marketing, hospitality, sales, or other associated degree, or equivalent related experience in the association and meeting management environment
• Minimum 2-5 years of experience providing meeting planning and support within a fast-paced, professional environment
• Ability to travel 25% of the time

Responsibilities

• Coordinates the logistics for multiple 30-50-person training meetings hosted on behalf of the sale administration division of the USDA Forest Service, including proposal requests for venue and room blocks, contract negotiations, and banquet event order (BEO) detailing for the specific events
• Assists the Senior Director of Events and Sales in coordinating various pre-event logistics for SAF’s annual convention, including but not limited to managing hotel blocks, procuring tour bus rentals, and securing space for offsite events
• Coordinates events logistics as they relate to the US Capitol Christmas Tree Initiative, including coordinating details for the cross-country whistle-stop tour and planning two DC-based receptions
• Attends up to 15 events each year in person, including SAF National convention and forest service trainings, to assist onsite or serve as the lead onsite point of contact
• Researches and creates proposals for potential sites/hotels and logistics for association events
• Assists team in maintaining event standard operating procedure documents as related to their projects
• Works with external partners while maintaining a strong sense of SAF’s organizational culture
• Maintains a project timeline for coordinating with the USDA Forest Service and ensuring all deliverables are finished in a timely and accurate manner
• Coordinates the logistics of up to 15 trainings each fiscal year
• Meets regularly with USDA Forest Service project leads to coordinate planning efforts for trainings and ensure all needs are met
• Creates and updates email templates and online intake forms related to the attendee nominations, sorting, and selection process for the trainings throughout the fiscal year
• Secures and coordinates host locations including conference space, hotel room block, audiovisual needs, and food and beverage needs
• Creates and updates all onsite printed materials, including printed agendas, nametags for attendees, and attendee sign-in sheets
• Works with project leads, external partners, and communities across the country to coordinate approximately 20 tour stops in connection with the US Capitol Christmas Tree Initiative, including connecting with the community and serving as the logistics point of contact for each tour stop and community
• Coordinates logistics for two 250-person, DC-based receptions for the US Capitol Christmas Tree Initiative in December
• Assists the Senior Director of Events and Sales in coordinating various pre-event logistics for SAF’s annual convention, including but not limited to managing hotel blocks, procuring tour bus rentals, and securing space for offsite events
• Meets with vendors and key venue personnel in the months leading up to convention to coordinate planning efforts as needed
• Performs other duties as assigned by CEO and direct supervisor

Preferred Qualifications

• Degree and/or experience in forestry and natural resources a plus
• Sales experience a plus
• Customer-facing experience, with focus on problem solving
• Knowledge and passion for forests and natural resources, or a willingness to learn, a plus

Benefits

• Medical, Dental, Vision
• 15 days of PTO
• 13 Paid Holidays
• A 3% 401(k) non-elective contribution
• Short-Term Disability
• Long-Term Disability
• Life, and AD&D Insurance