Description

Position Summary:

Applicants:   Washington State Only

The Meeting & Education Specialist plays a key role in supporting the planning of NWRPCA’s education portfolio. They are responsible for leading the coordination and facilitating the execution of NWRPCA's conferences, educational programs, and strategic events that support the organization's mission and member engagement

This position leads the project management of all logistical and operational aspects of in-person, virtual, and hybrid conferences, educational webinars, training series, meetings, and other professional development activities. Responsibilities include, but are not limited to, conference planning and execution; budget development and management; vendor sourcing and contract management; venue coordination; conference theme development; abstract solicitation and peer review coordination; speaker recruitment, contracting, and scheduling; continuing education coordination; registration management; cross-functional collaboration with internal teams; marketing content coordination; and on-site event management.

The successful candidate will be a highly organized, collaborative, and proactive self-starter who takes initiative, exercises sound judgment, anticipates needs, and independently manages multiple priorities while delivering exceptional conferences, virtual programs, educational programs, and member experiences.

Requirements

Key Competencies:

• Problem-solving
• Effective and Persuasive Communicator
• Analyzing work processes and outcomes
• Demonstrate creativity and innovation

 Key Responsibilities:

 Event Execution & Learning Opportunities (Include in-person, virtual & LMS)

• Assist in the planning and Lead the coordination and execution of NWRPCA's educational programs, webinars, virtual learning experiences, workshops, meetings, and regional conferences using established project management methodologies and the Learning Management System (LMS). 
• Develop and manage project timelines, work plans, budgets, committee coordination, abstract management, speaker engagement, registration, payment processing and event deliverables.
• Serve as the primary operational lead during conferences, meetings and events by managing the execution, coordinating staff, volunteers, vendors, presenters, moderators, and venue personnel.
• Stay current with industry trends, adult learning best practices, meeting and event management practices, educational technologies, accessibility standards, and continuing education requirements through professional development and active participation in industry organizations. 

 Logistics, Hotel & Administrative

• Lead venue, hotel, and technology procurement activities, including competitive bidding, site selection, contract negotiation, vendor management, and management of conference technology platforms, registration systems, event applications, and related educational technologies. 
• Serve as the primary operational lead during conferences, meetings, and virtual events by managing event execution, coordinating staff, volunteers, vendors, presenters, moderators, and venue personnel, developing production schedules and facilitator scripts, overseeing registration operations, and resolving operational issues in real time.
• Identify, negotiate, and manage meeting platform, meeting app, speaker management tool, etc.
• Plans and manages meeting room specifications, registration flow, signage, staging, and attendee movement using standardized planning tools.
• Arrange hotel accommodations for staffing onsite, prepare and send travel advance form to the staff, prepare the travel reconciliation form.
• Organize staff and volunteer participation for onsite roles such as registration, speaker support, and session moderation.
• Plans and manages food and beverage programs in alignment with event goals, budgets, and attendee needs.
• Manage the storage meeting supplies unit to ensure all materials are accurately accounted for the onsite conferences, meetings and events.

Budget & Hotel Reconciliation

• Develop, monitor, and reconcile conference and education program budgets in partnership with the Director of Education & Training and Chief Financial Officer. Monitor revenue, expenses, contracts, invoices, speaker payments, registration trends, and financial performance while ensuring fiscal accountability. 
• Conduct comprehensive reconciliation and financial closeout of hotel and venue master accounts, ensuring all charges comply with contractual agreements, approved budgets, and organizational policies while coordinating timely payment processing.

o   Reviewing the master account and final hotel invoice for accuracy

o   Reconciling guest room, meeting space, food & beverage, AV, and ancillary charges against contracts

o   Identifying billing discrepancies and negotiating corrections

o   Approving final payment

o   Ensuring contractual compliance

o   Closing out the financials and reporting variances

 Speaker Management 

• Coordinate the full speaker management lifecycle, including abstract solicitation and review, speaker recruitment, contracting, scheduling, continuing education documentation, presentation collection, audiovisual coordination, reimbursement processing, speaker communications, and post-event follow-up. Maintain speaker databases, policies, and resource materials. 
• Conducts speaker onboarding by communicating all key session details, including date, time, format, platform logistics, and any client-specific content or conduct expectations
• Requests, collects, reviews, and uploads presentation slides, handouts, and supporting materials, ensuring submissions meet deadlines and content standards.

Marketing & Education Support 

• Collaborate with the Marketing & Communications team to develop and execute marketing timelines, promotional campaigns, event communications, registration materials, websites, email campaigns, social media content, and attendee communications supporting educational programs and signage. 
• Assist with the development of NWRPCA’s strategy and portfolio, including education, webinars, and professional development programs for in-person, virtual and LMS.
• Support the planning and coordination of NWRPCA's education calendar by collaborating with internal departments and external partners to identify, coordinate educational priorities, monitor program timelines, and contribute to the continuous improvement of educational offerings through data-informed recommendations and participant feedback.

 Partnerships, Sponsorship & Exhibitor Support

• Work with the External Relationship Manager to support fundraising goals and opportunities tied to events.
• Coordinate with the External Relationship Manager to discuss full layout of the space to accommodate the exhibit and sponsorship needs.

Other Responsibilities

• Coordinate evaluations, learning assessments, conference metrics, and post-event reports.
• Conduct debriefing meetings, analyze participant feedback, identify opportunities for continuous improvement, and document best practices for future educational programming and events.
• Perform all responsibilities in compliance with applicable federal, state, accreditation, and organizational policies and regulations. 
• Report any known or suspected compliance issues to the NWRPCA compliance officer. 
• Demonstrate commitment to valuing diversity and contributing to an inclusive working and learning environment.
•  Perform other duties as required. 

 Experience & Required Qualifications

•  Self-Starter who owns outcomes and solves problems before they become obstacles.
•  3+ years or more years of progressively responsible experience managing conferences, meetings, educational programs, or professional development initiatives. 
•  Educational program coordination and advisory.
•  Exceptional professionalism and the ability to communicate effectively at all levels of the organization. 
•  Excellent customer service, written and verbal communication skills with exceptional organizational and project management abilities. 
•  Experience developing and monitoring event budgets and managing vendor relationships. 
•  Excellent organizational, administrative, problem-solving and negotiation skills.
•  Experience managing multiple projects simultaneously while balancing competing priorities and meeting established deadlines. 
•  Ability to work flexible hours (including some evenings and weekends) in order to administer meetings and events. 
•  Ability to make decisions quickly and have alternative and back-up plans while onsite. 
•  Willingness to be a life-long learner and continue with process improvement on all systems.
•  Proficiency with MS Office programs. Proficiency with Microsoft Office Suite and event management technology platforms.

 Preferred

• Project Management experience.
• Proficient in database tools and/or software systems as they relate to training, conference, and event planning.
• Experience designing and delivering adult learning and professional development programs.
• Experience with the strategic use of technology for meeting planning.
• Experience in community health, nonprofit associations and membership-based organization. 
• Experience with virtual events and platforms.
• Experience with Learning Management Systems (LMS), conference registration platforms, and continuing education (CE/CME/CEU) administration.

WORK ENVIRONMENT & EXPECTATIONS

• Access to a reliable internet connection and dedicated, quiet workspace required for working remotely.
• Remote work environment with required travel for events and meetings.
• Most time spent sitting, with up to one-third (1/3) of time walking or standing. There are no restrictions on ability to interrupt periods of sitting.
• Manual dexterity required for typing, filing, etc.
• Minimal lifting.  
• Vision requirements as appropriate for working on computer and with typed and handwritten materials.
• Ability to drive / travel to meetings in a variety of locations statewide; e.g., CHCs, conferences, etc., many out-of- state and some national meetings; to travel up to 10% for site visits, preparatory meetings, and event implementation.

TRAVEL REQUIREMENT

• Domestic travel approximately 3-5 times per year, up to a week at a time, including some weekends.

 Employment Practices

NWRPCA is an Equal Opportunity institution and does not discriminate against any person in employment or participation in its programs and benefits on the basis of race; color; religion; creed; national origin; citizenship or immigration status; sex; sexual orientation; gender identity; age; the presence of any physical, mental, or sensory disability; the use of a trained service animal by a person with a disability; genetic information; honorably discharged veteran or military status; marital status; status as a victim of domestic violence, sexual assault, or stalking, or any other status or characteristic protected by local, state, or federal law.”