Job Description

Position Summary

The Events Coordinator plays a central role in producing high-quality educational programs, social events, and conferences that engage WSCAI members and strengthen the community association industry in Washington State. This position is responsible for event logistics, sponsor and exhibitor coordination, and day?of management, as well as marketing and promotion across digital, social, and print platforms. It is a remote/work?from?home role with 10?15 in?person events annually. We are seeking a self?motivated individual with a proven record of working successfully under minimal supervision.

Event Planning & Coordination

• Coordinate all logistics for WSCAI events, including the Annual Conference, LAC Night, Eastern Washington HOA Conference, Reverse Trade Show, Awards Gala, golf tournaments, networking socials, and educational programs.
• Manage vendor relationships, including venues, caterers, AV providers, decorators, and others as assigned.
• Develop and maintain detailed event production schedules and timelines.
• Oversee attendee registration, communications, and check?in procedures.
• Ensure all events meet WSCAIs brand standards and provide exceptional attendee experiences.
• Coordinate with the Executive Director on sponsor fulfillment and exhibitor logistics.

Marketing & Communications

• Assist in the development and implementation of marketing plans for each event, including timelines, campaigns, and deliverables.
• Design visually appealing promotional materials such as flyers, social media graphics, email banners, and event signage (Canva, InDesign, or Adobe preferred).
• Manage event pages on WSCAIs website and update content.
• Schedule and publish event promotions on WSCAIs social media platforms (Facebook, Instagram, LinkedIn, etc.).
• Collect and curate photos, testimonials, and stories for post?event recaps and future marketing.

Sponsorship & Exhibitor Support

• Assist in managing sponsor benefits, exhibitor registrations, and fulfillment of contractual deliverables.
• Coordinate sponsor signage, recognition materials, and on?site placements.
• Maintain organized tracking of sponsor and exhibitor data within the organizations database.

Volunteer & Committee Support

• Serve as staff liaison to assigned committees, including Gala, Annual Conference, and Golf Committees.
• Collaborate with volunteer leaders to brainstorm creative event themes and formats.

Budget & Reporting

• Support the Executive Director in preparing and monitoring event budgets.
• Track revenue and expenses, ensuring adherence to financial goals.
• Conduct post?event evaluations and compile data on attendance, engagement, and sponsor satisfaction.

On?Site Event Management

• Serve as lead staff during assigned events, overseeing set?up, registration, and tear?down.
• Provide excellent customer service and problem?solving in real time.
• Represent WSCAI professionally and positively with members, sponsors, and venue partners.

Qualifications

• Bachelors degree in Event Management, Marketing, Communications, or related field (preferred).
• Minimum 24 years of experience coordinating events, ideally for an association, nonprofit, or hospitality setting; demonstrated ability to plan and execute small and large?scale events.
• Proficiency with Canva, Mailchimp, Adobe, InDesign, and Microsoft Office.
• Strong writing, communication, and design skills with an eye for branding consistency.
• Comfortable working with volunteers, committees, and sponsors.
• Ability to lift up to 25 lbs and work occasional evenings or weekends for events.
• Basic knowledge of the community association industry is a plus.

Core Competencies

• Creativity and enthusiasm for event design and marketing.
• Strong organizational and time management skills.
• Exceptional attention to detail.
• Excellent communication and interpersonal abilities.
• Team player with a proactive, positive attitude.
• Ability to juggle multiple projects and meet deadlines under pressure.

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