Event Coordinator ORGANIZATIONAL BACKGROUND The California Climate Action Registry (the Registry) is a non-profit voluntary registry for greenhouse gas (GHG) emissions and emissions reductions. The purpose of the Registry is to help organizations establish GHG emissions baselines and also to track specific GHG reduction projects. To do this, the Registry has developed standardized reporting and certification protocols for inventorying GHG emissions. The Registry encourages its participants to take voluntary actions to increase their energy efficiency and decrease their GHG emissions. Registry participants include businesses, non-profit organizations, municipalities, state agencies, and other entities. The Registry works closely with a number of state agencies and is critically involved in rapidly evolving climate change policy within California and the United States. For more information about the Registry, please visit: www.climateregistry.org PRIMARY RESPONSIBILITIES The California Climate Action Registry is seeking an experienced event planner with organizational and customer service skills to assist the California Climate Action Registry, and on a limited basis its sister organization, The Climate Registry, in event planning. The primary responsibilities of the Event Coordinator include: Essential Duties: To manage the planning and execution of Registry events including: 1. Annual conference (anticipated attendance 1000) 2. Members meeting (2 per year, anticipated attendance 100-150 each) 3. Regional workshops (4 per year, anticipated attendance 100-150 each) 4. Occasional workshops or trainings (6-12 per year, attendance 30-50 each) 5. Climate policy study trip(s) and/or delegation to UN conference (anticipated attendance 30- 50) 6. Other events as time permits The Event Coordinator will be responsible for: Coordinating event logistics – identify & evaluate potential event sites, negotiate contracts, reserve space, manage meeting room setup where appropriate including catering & A/V; Managing business relationships with relevant vendors, e.g., hotel/event venues, travel agents, caterers, insurers, equipment load-in/out; negotiate and manage contracts to assure fulfillment of terms; Managing event registration, working with accounting staff to process payments including refunds, cancellations; scheduling participant communications; Managing preparation of meeting materials (name tags, table tents, participant lists, training binders, etc.) as needed; working with chosen designer to develop layout; Taking reasonable care for all health and safety matters concerning events, in accordance with the appropriate safety procedures; understand emergency procedures; Maintaining and updating event planning records; completing facility checks as required to ensure the highest standards of housekeeping and presentation at all times. The Event Coordinator will work independently to coordinate the logistics for small events; for large events the Event Coordinator may coordinate efforts of a team of staff or external partners for instance, the Program & Policy Team will help develop program content and relevant meeting materials, the Operations Team will provide support on financials. Qualifications & Characteristics: Ideal candidates will have the following qualifications and characteristics: Minimum of 3 years related Event Planning experience Excellent communication skills Strong vendor and relationship management experience Strong contract negotiation and budget management skills Ability to work independently as well as part of a dynamic and supportive team Strong organizational skills; detail-oriented; able to multi-task and work under pressure BA degree and meeting management experience; business conferences a plus Knowledge of, and/or interest in, environmental issues preferred U.S. citizen or legal right to work in the U.S. COMPENSATION: The California Climate Action Registry offers excellent opportunities for personal and professional growth as well as a hands-on, fast-paced work environment. This position provides the opportunity to join a team that is playing a key role in helping to shape climate and environmental policy for the future. Salary commensurate with experience. Position includes a competitive benefits package. APPLICATION PROCESS: The position is available immediately. The application deadline is: August 22, 2008 or until filled. Incomplete applications will not be considered. Interested candidates should e-mail or fax a cover letter and resume to: Event Coordinator Search Committee California Climate Action Registry 523 West 6th Street, Ste. 428 Los Angeles, CA 90014 EMAIL: firstname.lastname@example.org If you have questions about the California Climate Action Registry or the position, please contact Gillian Calof at 213-891-1444. The California Climate Action Registry is an equal opportunity employer.
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