Events and Engagement Coordinator
Job Details
Experienced
Participate Learning - Chapel Hill, NC
Full Time
Events and Engagement Coordinator

Participate Learning is a force for good that connects teachers and students through global education programs to foster human understanding and create peace around the world. We offer purpose-driven, challenging work in a collaborative environment, a flexible and open culture, and encourage employees to pursue their professional and personal passions.

As part of our B Corp commitment, one of the important measures of the success of our business is the positive impact we make on our employees. Our work inspires everyone to be change agents, bringing more empathy and connection to the world.

At Participate Learning, our most important asset is our staff. We offer a comprehensive benefits package that reflects this. We offer health coverage, flexible spending accounts, paid disability, maternity/paternity leave, generous vacation, paid sick time and federal holidays. Additional perks include 401(k) match, adoption assistance, infant-at-work program, work-from-home options, cell phone reimbursement, fully-stocked kitchen, onsite gym and volunteer time off. 

As a global educational company, we encourage lifelong learning and support our employees' pursuits through tuition assistance, learning a new language and annual professional development funds.

 

Position Summary:

The Events and Engagement Coordinator’s primary role is to plan, implement, and support teacher facing events and other engagement initiatives, both in person and virtual. The Events and Engagement Coordinator works with Teacher Resources, Marketing, and Product teams, as well as other departments, to design and execute meaningful and effective virtual and in-person events, as well as engagement experiences.  Events related to Participate Learning teachers include but are not limited to new-teacher orientations, meetings, professional development, social activities, company events, and online community activities. The goal of teacher events is to positively impact teacher experience, success, and teacher and program retention. 

 

This individual is knowledgeable of best-practices in event and meeting planning, highly organized, with excellent interpersonal and communication skills. He/she is able to produce memorable events and experiences from conception to completion, which reflect Participate Learning’s brand, demonstrate outstanding customer service, and are within the established budget.

  • Plan, design and produce in person and virtual events and live calls while managing all project delivery elements within time limits and within budget

  • Provide admin support for tracking entries (contests, challenges, awards programs) and awarding prizes.

  • Assists with logistics and administrative details related to new projects and initiatives.

  • Facilitate and support community engagement through a wide range of activities such as discussions, courses, resource pages, and communications.

  • Liaise with department contacts to identify their needs and to ensure customer satisfaction

  • Conduct market research, gather information and negotiate contracts prior to closing any deals

  • Prepare and modify event contracts as requested

  • Propose ideas to improve provided services and event quality 

  • Organize facilities and manage all event’s details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material, name tags, materials, swag, packages, gift bags, registration lists, seating cards etc.

  • Assist with managing on-site production and clean up for events as necessary

  • Ensure compliance with insurance, legal, health and safety obligations

  • Specify staff requirements for events and coordinate their activities

  • Collaborate with marketing, Teacher Experience and Product teams as needed to promote and publicize events, as well as review and prepare all presentation materials

  • Proactively handle any arising issues and troubleshoot any emerging problems for events 

  • Conduct pre- and post – event evaluations and report on outcomes

  • Serve as liaison with vendors on event and facility related matters

  • Assist with preparing budgets and keep track of event finances including check requests, invoicing, and reporting

Key Knowledge, Skill, Ability and Education Requirements
  • Bachelor’s degree preferred and 4 years event planning experience or equivalent combination of education and experience

  • CMP certification preferred

  • Experience planning and implementing both in-person and online events. 

  • Excellent communication skills, including writing, proofreading skills, and speaking

  • Ability to manage multiple projects and work assignments from a variety of staff 

  • Excellent interpersonal skills in person, by phone, and online with high professionalism.

  • Ability to accomplish projects with little supervision

  • Excellent customer service ethic and high expectations for quality

  • Exceptional attention to detail

  • Proficient using the latest versions of Google office products for communications, managing tasks, preparing presentations etc. 

  • Proficient at event-related administrative tasks such as mail merges, preparing agendas etc.

  • Proficient with event platforms such as Eventbrite, Zoom, and other event management tools

 

Key Measures 

  • Client satisfaction (participants and stakeholders) from event survey feedback

  • Project deliverables - goals are met on time, budget management

  • Company-wide goals related to teacher and program satisfaction & retention

 

Other Essential Requirements

  • Position requires some weekend and evening work during summer orientations and fall conferences

  • Position requires employee to have reliable transportation and valid driver’s license without restrictions

  • Due to the nature of our work with teachers and schools, COVID-19 vaccine is a requirement for new hires, however the company will consider accommodations for disability and religious reasons.

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