Event Planner

The VBA Event Planner is responsible for planning and coordinating key logistics and executing in-person, in-house educational offerings.  Additionally, this position will assist the VP, Education & Training in achieving the goals of the department by supporting various logistical pieces of off-site conferences and schools.

Duties and Responsibilities:

• Serve as on-site lead coordinator and contact for on-site seminars, including facility set-up and tear down, menu selection, processing registrants, and assisting instructors when needed.
• In collaboration with VP, Education & Training and in coordination with the Communications team, develop and implement a marketing plan for all designated seminars and schools including, but not limited to: email marketing campaigns, member toolkits, writing stories for VBA mass communications (ex. Executive Brief and Rundown) and VBA website updates
• In consultation with VP, Education & Training, research and contract speakers and instructors for designated seminars, schools and conferences. Serve as a liaison and collect program materials, coordinate accommodations, AV needs, and manage the speaker fee and reimbursement processes.
• Populate webpage and attendee portal with information on sessions, speakers, hotel (if applicable) for all designated seminars, school, conferences.
• Ensure necessary conference materials and communications are created and distributed to registered attendees in a timely manner, including creating and managing conference portals on the VBA website.
• Maintain a supply of drinks and snacks for on-site events.
• Travel to conferences and schools to support and manage, when applicable, on-site logistics for designated events.
• Support the planning and implementation of the Virginia Bankers School of Bank Management to include project coordination between resident sessions.
• Manage post-seminar/school/conference communications and event surveys.
• Provide back-up support to VBA Registrar on event registrations, payments, and deposits.
• Attend committee meetings as needed.
• Process and compile Bank School home studies through Forms+ to send to instructors. Send grades to students within a timely manner of receiving them back from the instructor.
• Approve/deny vendor invoices for payment.
• Assess effectiveness of instructors and seminar topics as it relates to the current needs of our clients through survey design, distribution and analysis.
• Respond to members regarding questions, concerns and recommendations in a professional and timely manner.
• Other duties as assigned.

Required Skills/Abilities:

Demonstrated ability to:

• Develop strong, collaborative, and professional relationships with excellent interpersonal, listening and communication skills.
• Meet multiple deadlines by maintaining a high level of organization, accuracy, time management and the ability to identify priorities.
• Strong attention to detail and superior organization skills.
• Independent critical thinking and problem-solving skills.
• Manage multiple projects within a team dynamic and take initiative on decision-making.
• Enjoy working in a fast-paced, high volume, quality, and results-oriented environment.
• Communicate effectively and succinctly, both orally and in writing.
• Use and troubleshooting of technology with proven experience in use of Windows based software including Microsoft Office.

Education and Experience:

• Bachelor’s degree preferred.
• A minimum of two years of event planning experience required

Schedule and Availability Requirements:

• Monday-Friday, 8:30am-4:30pm. Must be willing to have a flexible schedule to work seminars and schools at the VBA office as well as off-site events on an as-needed basis to include some overnights and weekends.

Travel Requirement:

• Some local travel and overnight stays.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Prolonged periods standing at events.
• Able to lift up to 25 lbs.
• Able to complete room set-up to include moving tables, chairs and setting AV.

In-office Requirement: Hybrid – 3 days per week in the office and two days remote. Work location may vary by the week based on seminars, schools and conferences being held.

Licenses: Virginia Driver’s license

Benefits:

• 401(k)
• 401(k) matching
• Cash balance defined benefit plan (pension plan)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life and AD&D insurance
• Paid time off
• Parental leave
• Bereavement leave
• Short-term and long-term disability
• Vision insurance
• Tuition reimbursement

The company is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.