The New York School Nutrition Association (NYSNA) is a statewide membership based organization with over 4,400 members.  NYSNA is a 501 (c) 3, not-for-profit organization engaged in the business of advocacy, leadership, and professional development.

NYSNA is seeking an Event Coordinator responsible for managing annual conference/trade show with 150 exhibitors, four regional food shows, annual Legislative Action Conference, annual Leadership Conference and four annual Board Meetings.  Assist Executive Director with compiling and editing of the quarterly magazine, and all other duties as assigned.

Specific Responsibilities:

ANNUAL CONFERENCE/TRADE SHOW

• Working closely with conference committee to plan and implement Association’s annual conference/trade show with approximately 150 exhibitors 
• Handle complex contract negotiations with venue, and coordinating exhibit details with event services company 
• Serve as liaison between conference committee and conference venue
• Oversee set-up logistics and audio-visual requirements for multiple concurrent sessions over three day conference 
• Manage exhibits including sales, booth assignments, coordination of equipment requirements, and working closely with brokers to ensure appropriate booth assignments
• Work closely with Membership Coordinator in tracking registrations and attendance at food/beverage functions
• Assist Executive Director as needed with coordination of printed conference materials, advertising and sponsorship sales

REGIONAL INDUSTRY SEMINARS/FOOD SHOWS

• Plan and implement four Regional Industry Seminars, which include single-topic educational sessions
• Coordinate food show floor layout, all exhibitor placement and details  
• Manage site selection for each venue and handle contract negotiations
• Assist Executive Director as needed with promotional/informational materials 
• Work closely with Membership Coordinator in tracking registrations

LEADERSHIP CONFERENCE/HOUSE OF DELEGATES MEETING

• Handle site selection and contract negotiations for annual two day meeting with approximately sixty attendees
• Manage complex registration and rooming list
• Coordinate all set-up logistics and audio-visual requirements as well as food and beverage
• Assist Executive Director as needed with programming, printed materials and management of registrations/voting requirements

BOARD OF DIRECTORS MEETINGS

• Manage site selection and contract negotiation with host hotels for four annual meetings
• Coordinate/implement all logistics for set-up and audio-visual requirements, manage food and beverage arrangements 
• Assist Executive Director with other duties as assigned

ANNUAL LEGISLATIVE ACTION CONFERENCE (LAC)

• Manage site selection and contract negotiation with host hotel 
• Coordinate/implement all logistics for set-up and audio-visual requirements, manage food and beverage arrangements
• Schedule appointments for attendees with state legislators
• Work closely with Membership Coordinator to track registrations
• Assist Executive Director as needed with program development, printed promotional materials, and other duties as assigned 

Requirements:

• High skill levels with Microsoft Office programs and Adobe Acrobat
• Ability to work within a membership database (iMIS)
• Some travel is required (there will be overnight trips)
• Valid driver’s license
• Ability to participate and contribute in a team atmosphere

Preferred Skills/Experience:

• Preferred experience 3 to 5 years
• Experience in tradeshow management, working closely with exhibitors and event services companies
• MUST be highly organized
• Ability to work with conference planning committee made up of volunteer association members
• Planning and implementation of complex event logistics including set-up and audio-visual requirements for multiple concurrent educational sessions, and management of food and beverage functions
• Ability to manage multiple tasks simultaneously while remaining focused on details
• Excellent verbal and written communication skills – professionalism is a MUST

Hours/Compensation

Full Time Position. Monday through Friday, 8:30am to 4:30pm with generous paid time off, professional development opportunities, retirement planning, and a health/dental/vision plan available. Expected salary range: $36,000-$42,000, commensurate with experience (3 to 5 years preferred).  Qualified candidates should email cover letter & resume to [email protected]