About USDN: The Urban Sustainability Directors Network (USDN) supports local governments to implement bold change in pursuit of equitable and sustainable communities. It does this by building the capacity of local governments to act, scaling promising practices and solutions, and harnessing data and insights to advance and influence the field. The heart of USDN’s work is a network of local government sustainability professionals from over 250 cities and counties across the United States and Canada dedicated to creating a healthy environment, advancing racial equity, and building thriving and resilient communities. USDN is powered by a distributed team of 20 people that work together across the United States, and a robust network of trusted partners and collaborators.

USDN believes that a diverse, inclusive, and equity-centered climate movement is essential to achieving our ambitious goals for just, resilient, carbon-neutral communities. Our work prioritizes those who experience the most vulnerability to climate change, disproportionate exposure to environmental injustice, and the biggest barriers to benefiting from climate solutions.

Position Overview

The Program Coordinator for Events & Sponsorships helps USDN members advance their work and achieve impact by assisting in the coordination of in-person and virtual meetings for our membership network. This role provides thought partnership for the planning of events and the cultivation of sponsorship activities and relationships. This role leads event coordination efforts and implements a wide range of logistical tasks for network events, which include a diverse portfolio of event formats such as an Annual Meeting 300+ attendees, regional and programmatically focused events with 30-100 attendees, and smaller staff and governance gatherings. This role will also assist with the ongoing maintenance of USDN’s member records and database, provide customer service to members regarding events, and assist with the implementation of USDN programming efforts. 

Responsibilities

  • Administer key processes, as outlined by the Events Director, program budget, sponsorship plan, and project schedule.

  • Coordinate the registration and invitee tracking process, which includes (for larger meetings) an event website and an online registration system for members to sign up, express interest in limited capacity sessions, and provide important information like identifying travel needs, and dietary and mobility restrictions; etc.

  • Draft communication materials in various mediums to prompt sponsorship, events and drive member engagement with events and event components.  

  • Prepare logistical materials, including pre-meeting and on-site packets, and order supplies.

  • Provide on-site event support and virtual event support. 

  • Coordinate and secure meeting venues and locations.

  • Assist in the preparation of contracts (as needed) with the host city team, hotel(s), venues, caterers, travel agents, ground transportation providers, and audio-visual service providers.

  • Assist in the tracking of the room block at the meeting hotel to ensure reservations meet the contract requirements and rooms are booked before deadlines.

  • Provide logistical support to the Events Director in the design and management of logistical arrangements and details of the meeting venue, including menu planning, meeting room setup, participant flow through the venue, requirements for AV in each room, etc.

  • Assist in the production of on-site materials, including name badges, meeting information, and logistical packets.

  • Assist the Events Director to make USDN meetings as environmentally friendly as possible, including researching and working with sustainable venues and caterers who offer locally grown and vegetarian-friendly options.

  • Assist the Events Director to make USDN meetings as environmentally friendly as possible, including researching venues that have public transportation or hotel shuttle service to and from the nearest airport and EV charging stations are available.

  • Provide other program and administrative support as directed. 

Position Requirements

  • Demonstrated experience with event planning and implementation, logistical management, and customer service. Experience planning conferences and professional development events for associations or network-based organizations is a plus + 

  • Ability to organize and liaise with relevant service providers, including hotels, meeting venues, travel agents, caterers, AV providers, etc.

  • Experience supporting productive sponsorship relationships. 

  • Excellent communication and interpersonal skills.

  • Strong writing, editing, and document formatting skills. 

  • Cultural agility and the ability to communicate effectively with people from diverse backgrounds.

  • Excellent organizational and time management skills.

  • Strong technical proficiency using common office software and systems.  

  • Ability to apply a sustainability and equity-centered approach to event planning.

  • Adept at managing and deploying online technology and mobile applications in the delivery of virtual events, webinars, and conferences, experience with CVENT is plus.

  • Experience working with CRM databases and providing membership services and support. Experience with Salesforce is a plus +

  • Experience managing guest travel and working with a travel platform. Experience with TripEasy is a plus +

Terms of Employment: This is a full-time, non-exempt position that reports to USDN’s Events Director. The compensation range for this position is $58,000 – 68,000 annually, commensurate with experience. USDN offers a robust benefits package, including health, dental, disability, and life insurance, flexible leave policy, generous paid leave, and 401(k) program. 

Location: This is a fully remote, work-from-home position. USDN has no central office but staff collaborate extensively via video call meetings. As it is possible to do safely and in line with COVID precautions, this position will require regular travel to event locations for scouting, site visits, and hosting events (up to 50% of positions time). For day-to-day work, the candidates must furnish their own quiet office space for conference calls. USDN provides a computer, and IT stipend to cover internet and phone, software, and other home office supplies. Work hours: 9am-5pm Eastern, Central, Mountain, or Pacific Standard Times (flexible); 40 hours/week

Applications will be reviewed on a rolling basis until the position is filled.

Learn more about USDN and our work on our website at www.usdn.org

Urban Sustainability Directors Network is an Equal Opportunity Employer. We are committed to equal treatment of all employees without regard to race, national origin, religion, gender, age, sexual orientation, veteran status, physical or mental disability or other basis protected by law.

 

 

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