What are the responsibilities and job description for the Event Coordinator position at National Precast Concrete Association?
Organization Description: The National Precast Concrete Association (NPCA), established in 1965, represents manufacturers of precast concrete products and suppliers to the industry. As a 501(c)6 trade association, NPCA is dedicated to expanding the use of high-quality precast concrete and equipping its members with the learning, programs, certifications, and resources necessary to operate successful plants.
The Essentials and Leadership: At NPCA, we are committed to challenging the status quo and embracing bold ideas to drive the precast concrete industry forward. How we work is anchored in our philosophy to… Have Fun | Get Stuff Done | Be Kind.
Job Summary: The Meetings and Events Coordinator plays a key role in the planning and execution of the organization’s meetings, conferences, and events. This position supports event logistics, attendee services, and operational processes to ensure high-quality, seamless experiences. The Meetings and Events Coordinator works collaboratively with the Meetings Manager and Director of Education Events and reports to the Vice President of Events.
Responsibilities:
Event Planning & Coordination:
- Assist in the planning and execution of multiple events, including small to mid-sized meetings, an annual conference and tradeshow, and an annual convention
- Develop detailed event plans for vendors and internal stakeholders
- Coordinate event logistics including space setup, audiovisual needs, food and beverage, and onsite operations
- Support the Meetings Manager with shipping, inventory, and distribution of event materials and supplies
Attendee Experience & Registration:
- Provide customer service support for event attendees, speakers, and partners
- Assist with event registration processes, including system management and attendee communications
- Support hotel booking processes and act as a resource for attendee accommodations
Vendor & Stakeholder Coordination:
- Communicate with vendors to ensure alignment with event plans and timelines
- Track deliverables and assist in maintaining vendor relationships
- Collaborate across departments to ensure successful event outcomes
Onsite Event Support:
- Travel to and provide onsite support for events, ensuring smooth execution
- Troubleshoot issues in real time and provide high-level customer service
- Assist with setup, registration, and attendee engagement onsite
Post-Event Activities:
- Support post-event evaluations, reporting, and reconciliation
- Assist in collecting feedback and analyzing event success metrics
- Coordinate wrap-up tasks including vendor follow-ups and material returns
Key Qualifications and Experience:
- Bachelor’s degree or equivalent experience in event management, hospitality, communications, or related field
- 1–3 years of experience in event coordination or related role preferred
- Strong organizational and multitasking skills with attention to detail
- Excellent written and verbal communication skills
- Customer service-oriented with a proactive, problem-solving mindset
- Ability to manage multiple projects and deadlines in a fast-paced environment
- Proficiency with event management software and Microsoft Office Suite
Work Environment & Travel:
- This position requires travel to support events throughout the year
- Ability to work flexible hours, including evenings and weekends during events
- In office five days a week with flexibility to work remote when needed