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Small Meetings Coordinator

Tree Care Industry Association

The TCIA develops safety and education programs, standards of tree care practice and management information for tree and landscape firms around the world. We provide continuing education, training, conferences and publications to promote the safe and appropriate practice of tree care. TCIA helps member companies by:
• Educating consumers about the proper care of trees
• Advancing professionalism in the tree care industry
• Improving business practices in the tree care industry
• Training employees in safe work practices
• Educating policy makers on regulatory and legislative affairs

Want to be part of our growing organization?

Position Reports to: Director of Meetings

Position type:  Part time 20 hours/week

Skills needed to complete the job:

• 3-5 years of meeting planning experience; tradeshow experience is a plus.
• Familiarity with database and event management software, such as iMIS or C-vent.
• Strong work ethic, focus on attaining goals and deliverables.
• Strong communications and organizational skills.
• Strong project management skills; ability to work independently yet part of a team
• Positive attitude and high energy.
• Ability to be flexible and manage multiple projects
• Must be able to travel for annual exposition and other shows (roughly 10% of total time within a year).

Job responsibilities:

This role is responsible for the coordination and logistics for small meetings as well as staff meetings and outings. This role will handle hotel negotiation, contract terms, registration, food and beverage, speaker contracts and travel arrangements and accounting closeout. This role also provides support for our annual TCI EXPO Tradeshow and Conference and Winter Management Conference as needed.

Note:  TCIA is a team-orientated company.  Employees in any position will be expected to perform any duty required to advance the mission of the association, regardless of whether the duty is listed in any specific job description.

Specific tasks include:
• Coordinate with TCIA marketing and publications departments so all workshop details are complete for promotion. Assist in uploading workshop information to the database/website, and review all workshop marketing materials for accuracy.
• Coordinate with TCIA operations department so that all materials for all workshops materials and paperwork (workbooks, rosters, CEU forms) are properly disseminated and tracked. 
• Work with TCIA Regional Coordinators to place workshops in their regions.
• Assist in the development and implementation of department actions plans, as related to workshops.
• Manage and or provide support as assigned by Director of Meetings, for a variety of small meetings. Logistics include:
o Locate and contract with suitable locations (often time for free or very low cost) for meeting space, hotel blocks, AV, food and beverage. Ability to source variety of locations such as city parks, tree care company headquarters, botanical gardens. etc.
o Coordinate with speakers to handle travel, accommodations
o Coordinate with operational team at TCIA for educational materials
o Create event registration for workshops in TCIA database (iMIS)      
o Be an integral part of on-site conferences, such as TCI EXPO.

Send resume including salary requirements and a cover letters to

How to Apply:
Job Location:


Date Added: November 28, 2017

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