Event Coordinator

General Summary: 

The Event Coordinator will support the planning, coordination, and execution of professional development programs, meetings, and networking events for the Michigan Library Association (MLA). Working under the direction of the Program Director in a team environment, the coordinator will assist in ensuring all events and activities align with MLA’s goals, maintain budgetary requirements, and deliver high-quality experiences for members and attendees.

Key Competencies:

• Initiative and ability to manage competing priorities.
• Commitment to teamwork and collaboration.
• Problem-solving and creative thinking skills.
• Ability to work independently.

Principal Duties and Responsibilities:

Professional Development Programming

• Coordinate the implementation and management of educational programs for library professionals and staff.
• Support professional development/education workgroups by coordinating meetings, managing agendas, and assisting with recruitment.
• Collaborate with the Program Director on the Call for Ambassadors and the recruitment process for workgroup members.
• Work with the Membership/Communications Director to develop content for marketing materials promoting professional development programs.
• Assist with the planning and logistics of professional development programs, meetings, and events.
• Coordinate venue and vendor arrangements, including contracts, setup, and on-site management.

Conferences/Workshops/Events

• Coordinate planning and executing logistics for MLA’s conferences and events.
• Build and maintain relationships with sponsors, exhibitors, and vendors, supporting outreach efforts and securing sponsorships.
• Provide on-site support during events to ensure seamless execution.
• Help manage event registrations, speaker arrangements, and attendee communications.
• Collect feedback and assist in evaluating programs and events to identify opportunities for improvement.

Budget and Administrative Support

• Assist in tracking and reconciling event budgets in collaboration with the Program Director.
• Support the preparation of periodic articles, promotional content, and reports in coordination with the Membership/Communications Director.
• Help maintain accurate records, databases, and files related to event planning and program coordination.
• Participate in site visits and assist with logistical coordination for various events.
• Perform other duties as assigned by the Program Director.

Supervisory and Working Relationships:

This position has no supervisory responsibility but works closely alongside fellow team members in a collaborative environment.

Qualifications:

• Associate’s degree in event management, hospitality, business administration, or a related field, or equivalent work experience.
• 1–2 years of experience in event planning, program coordination, or a similar role.
• Strong organizational and multitasking skills with attention to detail.
• Proficiency in Microsoft Office and Google Suites.
• Excellent interpersonal and communication skills, and the ability to manage multiple projects.
• Strong ability to work independently as well as in a team environment.

Preferred Qualifications:

• Experience working in associations or with library professionals.
• Knowledge of budgeting and financial tracking for events.
• CMP certification preferred, or willingness to obtain CMP within 1 year of hire.

Working Environment:

• This is a non-flexible remote work position from 8:30am – 4:30pm, Monday – Friday. (Excellent Wi-Fi access from home office is mandatory and subsidized.) Apple laptop and iPhone provided.
• There will be a minimum number of days throughout the year required to meet in-person at specified locations throughout Michigan for conference preparation and attendance at conferences and board meetings.
• Periodic travel in personal automobile, including some overnight travel – mileage reimbursed

Physical Requirements:

Standard office environment. The ability to perform physically active work in a medium-to-heavy nature requiring occasional lifting, exerting up to 50 pounds of force in order to move boxes, supplies and office equipment.

The statements outlined in this position description are intended to describe the general nature and level of work being performed.  They are not intended to be construed as an exhaustive list of all duties and responsibilities that may be assigned, or skill level required.  The duties, conditions, skill level and other information contained herein are subject to change.

Applications:                                                                                                  

Position to be filled by March 21, 2025 or earlier. To apply, please submit a cover letter, resume and three references to Amber Sheerin, Program Director by February 7, 2025 by email to [email protected]. Please use “Event Coordinator” in your subject line.