Specialist, Events

Description

About the League 

The League of Women Voters of the United States (LWVUS) is a nonpartisan, grassroots organization working to protect and expand voting rights and ensure everyone is represented in our democracy. We empower voters and defend democracy through advocacy, education, and litigation at the local, state, and national levels. 

About the Role: 

The Specialist, Events plays an important role in the successful planning and execution of LWVUS virtual and in-person events. This position provides operational, logistical, and administrative support to the Events team while delivering exceptional customer service to internal stakeholders, League leaders, and external partners. 

The Specialist, Events coordinates virtual events, manages webinars and related administration, and supports participants to ensure each event is delivered efficiently, professionally, and in accordance with LWVUS standards and organizational goals. 

ESSENTIAL RESPONSIBILITIES 

Virtual Events Coordination 

• Coordinate the scheduling and setup of webinars, virtual meetings, and online events using Microsoft Teams, Zoom, and other approved event platforms. 
• Maintain event details and registrations within organizational systems and calendars. 
• Schedule and facilitate speaker and staff rehearsals to support successful event delivery. 
• Provide technical support before, during, and after virtual events. 
• Monitor virtual event operations in real time and troubleshoot participant or platform issues as needed. 
• Share event recordings, attendance data, and post-event materials with internal stakeholders. 

Event Operations and Administration 

• Support logistical planning and execution of virtual and in-person events. 
• Assist with event registration management, hotel room block management, attendee communications, and participant support. 
• Maintain accurate event documentation, records, and digital files. 
• Coordinate administrative processes related to contracts, invoices, expense tracking, and vendor payments in accordance with organizational procedures. 
• Manage inquiries received through departmental email accounts and ensure timely, professional responses. 

Event Technology and Systems Support 

• Support use of event technology platforms, including Cvent and other event management systems. 
• Assist with event website updates, registration management, reporting, and data maintenance. 
• Apply established virtual event best practices and provide guidance to internal stakeholders. 
• Contribute to continuous improvement of event processes and participant experiences. 

Collaboration and Customer Service 

• Partner with colleagues across departments to support organizational events and priorities. 
• Build and maintain positive working relationships with League members, volunteers, vendors, speakers, and partners. 
• Deliver responsive, inclusive, and customer-focused service in all interactions. 
• Support additional departmental and organizational initiatives as assigned. 

Requirements

EXPERIENCE REQUIREMENTS 

Required Qualifications 

• Bachelor's degree or equivalent combination of education and relevant experience. 
• One to three years of professional experience in event coordination, event operations, experiential marketing, communications, or a related field. 
• Experience supporting virtual meetings, webinars, or online events. 
• Demonstrated ability to manage multiple priorities and deadlines in a fast-paced environment. 
• Strong organizational and administrative skills with exceptional attention to detail. 

Preferred Qualifications 

• Experience working in a corporate, nonprofit, membership, association, advocacy, or mission-driven organization. 
• Experience using Cvent or similar event management platforms. 
• Experience supporting virtual, hybrid, and in-person events. 
• Basic experience editing event recordings or multimedia content. 
• Ability and willingness to work occasional evenings and weekends as required.  

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED 

Event and Technology Skills 

• Proficiency with Microsoft Teams, Zoom, and webinar technologies. 
• Working knowledge of Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint as well as Adobe Acrobat. 
• Ability to learn and effectively use new technologies and event platforms. 
• Strong troubleshooting and problem-solving skills in virtual event environments. 

Organizational Effectiveness 

• Strong project coordination and time management skills. 
• Ability to prioritize multiple assignments while maintaining accuracy and quality. 
• Demonstrated attention to detail and follow-through. 
• Ability to exercise sound judgment and maintain confidentiality. 

Communication and Relationship Building 

• Strong written, verbal, and interpersonal communication skills. 
• Ability to communicate effectively with individuals from diverse backgrounds and levels of responsibility. 
• Strong customer service orientation and commitment to responsive support. 
• Ability to work collaboratively across teams while maintaining positivity and professionalism. 
• Comfort communicating, via email and telephone, with hoteliers and third-party vendors. 

Mission and Values Alignment 

• Commitment to the mission and values of the League of Women Voters. 
• Demonstrated commitment to diversity, equity, inclusion, accessibility, and belonging. 
• Ability to contribute to an inclusive workplace that values diverse perspectives and experiences. 

WORK ENVIRONMENT AND PHYSICAL DEMANDS
The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. 

This position is primarily performed in an office or home-office setting and requires prolonged periods of computer and video-screen use. The role may require occasional lifting of event materials up to 25 pounds, periodic travel, and evening or weekend work in support of organizational events. 

COMMITMENT TO DIVERSITY, EQUITY AND INCLUSION 

The League of Women Voters of the United States is committed to a diverse and inclusive workplace based on equal opportunity. The League is committed to hiring staff who reflect this country's full range of racial, ethnic, cultural, sexual orientation, and socioeconomic identity, fostering a workplace where true diversity is valued and different perspectives are freely exchanged. We encourage women, minorities, and individuals from traditionally underrepresented communities to apply.? 

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT 

The League of Women Voters of the United States is an equal opportunity employer committed to fostering a diverse, equitable, inclusive, and accessible workplace. We encourage applications from individuals of all backgrounds, experiences, and perspectives who share our commitment to strengthening democracy and civic participation. The League does not discriminate on the basis of race, color, religion, national origin, ancestry, disability, age, marital status, veteran status, genetic information, or any other protected status under applicable law. 

This job description will be reviewed periodically as duties and responsibilities change with business necessity. Essential and marginal job functions are subject to modification. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.