Event & Communications Specialist

As our Event & Communications Specialist, you will primarily assist the Director of Events with planning, preparing for and execution of our annual events including conferences, BizCons, Mill Tours, Member Outings and more. In addition, you will also provide support to the Director of Communications & Marketing where you will assist with all of BLD Connection's marketing & communications pieces/projects. Marketing duties will blend in with event related projects and tasks to ensure department-related marketing is on-brand and completed in a timely manner. It is anticipated that this role will spend 70% of their time with the Events Department and 30% of their time with the Communications Department. Due to the duties/tasks of this position, this is a hybrid role and the candidate will work 2-3 days per week in the Association office (depending upon the time of year) based in Plymouth, MN. Compensation: $55,000 - $65,000 (commensurate with experience)Benefits: 75% paid health, 100% paid dental, life, disability + 401k w/ Employer Match + Generous Paid Time Off + 1/2 Day Fridays (end of May - early September) & more!Event Management & Support (30%)Reports to Director of EventsEVENT PLANNING - OUTINGS (Under Supervision of Director of Events)Collaborate with Director of Events, Regional Field Managers and President to develop and establish annual Outings roster for upcoming year, including types of events, possible locations, and available dates.Collaborate with Director of Events on Outing budgets, including projected income and expenses. Keep budget updated throughout the planning process.Plan all outings (as assigned) on behalf of the Association including golf outings, wine & whiskey tours, etc. and any other 1-day eventsEnsure RFPs are updated each year prior to soliciting new locations.Responsible for contacting various facilities (i.e. golf courses, event venues, etc.) for proposals/dates/rates, and presenting to supervisor/management, negotiation, final site selection and final contracting for all assigned events.Responsible for selecting & communicating all food and beverage, room set and audio visual, additional inclusions, meeting space & set up, etc. with host facilityResponsible for submitting final counts for attendance, meals, additional meeting needs ensuring both the host facility and BLD Connection Team are prepared to host each event.Responsible for review and submission of all final invoices for each event to accounting/finance department & for updating budget worksheets accordingly.EVENT MANAGEMENT - REGISTRATIONResponsible for setting up and managing all outings via GrowthZone (our Association Management Software) including but not limited to posting each event on the BLD Connection website, developing sponsor and general attendee registration process(es), procedure(s) and registration site(s)/link(s).Create fillable registration forms/flyers as applicableResponsible for promoting Outings to dealers accordingly via marketing channelsResponsible for collection, entry and tracking of all general event registrations (i.e. dealer registration) for each eventSPONSORSHIP MANAGEMENT - OUTINGS Collaborate with Director of Events to develop and establish annual sponsorship packages/plans and market accordingly via marketing channelsResponsible for collection, entry, troubleshooting and tracking of all sponsorships for each event and assisting Regional Field Managers with sponsorship sales as requested.PRE-EVENT PACKING & ADMINISTRATION - OUTINGSCollaborate with Events Team to secure all needed prizes prior to event, adhering to event budget(s),Collaborate with Events Team to manage inventory of promotional products, ordering of new/additional inventory and making recommendations to the team for new product ideasCreate badges, name tents, meal tickets, onsite marketing & flyers, etc. as neededDetermine, create, produce and/or procure all necessary event signageWorks with Staff Accountant/Administrative Assistant to ensure all payments have been received and provide all unpaid invoices to staff attending each event for onsite collection(s)Serves as primary leader for event packing and unpackingGENERAL EVENT SUPPORT - ALL OTHER EVENTSSome or all of the above noted duties shall be assigned to the Event & Communications Specialist for all other events not directly managed by Event & Communications Specialist (i.e. Swing into Spring).Convention & Conference Support (40%)Reports to Director of EventsDuties for each event will vary. They include but are not limited to the following:ADMINISTRATIVE SUPPORT & PLANNINGCollaborates with Director of Events on various event designs, ideas, and processesAssists with site searches, selection, and outreach to contacts for proposals/dates/rates as neededMonitors event inventory for badge holders, badge stock, ticket stock, ribbons, pens, notepads, and any other materials needed for specific contests etc.Creates and prepares all necessary event signage, badges, meal/seminar tickets, flyers, contest & award related materials, handouts, invitations, etc.Assist replenishment of event suppliesCollaborates with Director of Events as well as Director of Professional Development on preparing speaker folders, materials, and seminar boxes for conventions as requestedPosts updated floor plans and other documents onlineEnsure all audio/visual equipment (i.e. laptops, projectors & remotes, flipcharts, etc.) have all necessary pieces and are of working order prior to the event.Serves as primary leader for event packing and unpackingAssists with other convention/conference/tour related duties, tasks and projects as assignedREGISTRATIONCollaborates with Director of Events & Director of Communications to develop and communicate registration information through all platforms/channels for all conventions and eventsResponsible for setting up and managing the online registration portal Responsible for collection, entry, and tracking of all exhibitor/supplier, dealer, guest, and board registrations for all Association conventions/outings/eventsVerifies appropriate membership status for each registrant and checks each registration for accuracyPrepares and produces attendee kits, badges, badge envelopes, badge boxes, tickets, labels, etc.Assists with outbound calls to request and/or confirm registration as assignedProvides tracking and reporting on registrations and sponsorships as requestedCollaborates with Director of Events to submit guarantees, final reminders and conduct all final correspondence to/with host facilities, meeting vendors, etc.MARKETING & MAILINGSCollaborates with the Director of Events and Director of Communications to create convention and/or event marketing materials (may include flyers, save the date messages, postcards, invites, social media graphics, registration forms, videos, slideshows, etc.)Creates all mailing lists/labels for registration materials and send out mailingsCreates social media graphics for emails and social media postingsWorks with Director of Events to draft & proof all department documents, emails, articles, social media posts, etc.POST EVENT SUPPORTCollaborate with Director of Events to send out all dealer evaluations after each show and then compile all results for dealer and exhibitor survey(s) on summary sheets and distribute to Director of Events.OTHER DUTIESOnsite attendance - registration manager & onsite detail co-manager when attendingOther duties and responsibilities as assigned by President and/or DirectorsCommunications & Marketing Support (30%)Reports to Director of CommunicationsSOCIAL MEDIA MANAGEMENTCollaborates with Director of Communications to develop, design and implement Association's Social Media Plan to ensure social media content is on brand and follows the plan for timing and relevance.Responsible for management of all Association's social media platforms including but not limited to uploading content, collecting information, submitting photos and articles.Responsible for following, liking, commenting and sharing relevant building material and lumber related social media pages/content including but not limited to important member information & announcements, posts from Association team members, industry related publications and other key partners and stakeholders.GENERAL COMMUNICATIONS SUPPORTServe as assistant/backup to Director of Communications for all communications functions and/or tasks including but not limited to creation of email marketing pieces and/or general email marketing communications sent to members.Serve as Co-Brand Manager for all association marketing to ensure all documents/marketing pieces are in line with brand and style guidelines.Collaborate with Director of Communications to develop and implement marketing & communications schedule(s) & timelines.Assist with design and/or proofing of all marketing documents - regardless of department - as requestedAssists with collection and analysis of website & communications metrics.Assist with proofing, listing sales and/or data entry for annual dealer reference manual & buyers guideDesired Skills and/or ExperiencePrevious event management and/or event support experienceDemonstrated computer skills with a minimum requirement of an intermediate level with Office 365 Suite (Word, Excel, Outlook, etc.)Intermediate to Advanced knowledge of Adobe InDesign and other graphic design platformsUnderstanding and prior use of database software - CRM/Association software a plusExcellent verbal and written communication skillsAbility to creatively yet professionally write copy for marketing pieces and assist others with copywriting and/or proofreadingStrong attention to detail, well organized, accurate, demonstrating logic-based reasoning Thrives on working well under pressure in a fast-paced environmentAbility to prioritize tasks according to due dates and workloadAble to be extremely flexibleAbility to travel to association events & provide support as requested

Created: 2025-01-15