Job Description

Salary Range: $53,300.00 To $83,025.00 Annually TASB offers competitive pay, rich benefits (including retirement matching of 2:1 up to 5% after one year. This means that if you contribute 5% to the plan, TASB will contribute 10%), onsite daycare, onsite gym, wellness program, tuition reimbursement, remote work options, flexible schedules, and more. About You The Event Planners will ensure the seamless planning and execution of events and/or Board meetings by managing all logistical aspects, from pre-event contracting to post-event analysis. Responsibilities include collaborating with program directors, negotiating with vendors, and overseeing on-site operations. This is a full-time, hybrid position, requiring selected candidate to live in the Austin area and ability to travel 25 -50 days annually. We are recruiting two full-time positions. One role will focus primarily on internal staff events held in our conference center, while the other will manage off-site conferences and events. A Typical Day Pre-Event Contracting Collaborate with TASB program directors to define meeting specifications. Research destinations using hotel and CVB contacts based on established criteria. Prepare and distribute RFPs and meeting history reports to qualified candidates. Analyze data to determine the best location/venue and present recommendations to program directors. Negotiate terms, including meeting space, F&B, AV discounts, room blocks, rates, and complimentary ratios. Prepare venue contracts for signature, ensuring all meeting aspects are included, and manage the contract process through Corporate Counsel. Negotiate and contract support services such as shuttle, security, and entertainment. Ensure compliance with TASB Contracts and Procurement Policies. Pre-Event Planning Manage housing, event budget, and specific event needs. Establish registration needs with the Event Coordinator. Plan function room setups based on attendance and meeting type. Select and order AV and F&B within budget. Onsite Management Serve as onsite project manager, overseeing meeting rooms, F&B, AV, etc., with presence required days prior to some events. Arrive at least one hour before daily start time, close out events, and ensure all materials are packed and removed post-event. Communicate needs to hotel staff and manage last-minute changes. Respond to emergencies, being on-call 24/7 during events. Lead meetings with the events team, including hotel, convention, and auxiliary services staff. Coordinate related events, including space assignments, client-vendor liaison, and cost negotiations. Post-Event Analyze and prepare final reports on room pickups, F&B, AV, etc., summarizing meeting costs. Reconcile final bills from venues and additional vendor services, allocate to cost centers, and submit to Finance for payment within 45-75 days post-event. How You’ll Make an Impact Ensure Efficient Event Execution: Plan and manage all aspects of meetings, ensuring they run smoothly and on schedule. Create Engaging Experiences: Incorporate innovative ideas to make meetings memorable and inspiring for attendees. Collaborate Effectively: Work with internal teams and external vendors to coordinate catering, audiovisual needs, and space reservations. Manage Client Relationships: Understand client needs, maintain clear and consistent communication, and deliver personalized solutions to ensure satisfaction and build long-term trust. Optimize Resources: Manage travel and event-related expenses efficiently to maximize resources while maintaining high-quality experiences. Drive Continuous Improvement: Gather and analyze attendee feedback to prepare post-event reports and implement improvements. Support Success: Perform additional duties as needed to ensure the success of meetings and events. Skills For Success Education and Experience Three to five years of meeting planning experience. Active in industry associations (most events are held after normal work hours). Knowledge, Skills, and Abilities Ability to convey ideas clearly and articulate proficiently with various audiences. Ability to travel within state, 20-25 days annually which may include weekends. Manage multiple ongoing projects of varying sizes. Organize and analyze complex data. Strong negotiation skills and knowledge of contract language. Knowledgeable in current meeting technology and software (Zoom, ASANA, Social Tables, Excel). Experience planning board meetings a plus. Aware of current trends in meeting industry. Must be able to lift and move up to 20 pounds of miscellaneous materials. Excellent written and oral communication skills. Exceptional organizational skills. Posting Notices The health and safety of our employees and members, is our top priority. The Association is an equal opportunity employer and will not discriminate against an individual based on any of the following personal characteristics protected by law: race, color, national origin, religion, sex (including in relation to marital status, pregnancy, pay, sexual orientation or gender identity), age, disability, genetics or veteran status. This position does not qualify for visa sponsorship. Any job offer is contingent upon receipt of results of a satisfactory background check. #J-18808-Ljbffr Texas Association of School Boards

Job Tags

Similar Jobs