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Event Program & Project Coordinator – Advanced Clean Transportation | Santa Monica, California
Gladstein, Neandross & Associates (GNA), a leading clean transportation and energy consulting firm, is seeking an Event Program & Project Coordinator to support strategy development and project management for conferences focused on advanced and clean energy technologies and their various end use sectors—including municipal, regional and long-haul goods movement, transit/shuttle, school, construction, refuse, utilities/telecom, and more. Learn more at www.gladstein.org.
This individual will work directly with GNA's Event Program & Project Director as the project coordinator for event programming on a variety of events on energy efficiency, clean energy, and clean transportation. They will be responsible for working on all aspects of agenda/content development, industry trend research, speaker management and related long-term relationship development, content development (marketing, website, event collateral, reports, other internal and external communications), contract management and reporting, as well as directly managing project staff. They will work in partnership with the GNA Creative Team to effectively integrate agenda development into the production and implementation of all event collateral, marketing, and logistics. The ideal candidate will have project management experience, success managing client-facing and c-level relationships, exceptional written communications, and a core knowledge base about issues related to climate change, air quality, energy security, and transportation policy.
As the Event Program & Project Coordinator, this individual will be central to helping GNA remain at the forefront of industry trends, maintaining and growing connections with industry leaders, and developing new business opportunities. Having the ability to quickly absorb new information and provide feedback that will support GNA's business growth and the ability to represent GNA well to a diverse audience is vital.
The ideal candidate is an extremely organized individual with a passion for advanced clean tech and experience managing complex projects with multiple stakeholders.This position would ideally be in our Santa Monica, California office (hybrid schedule of three days in office, two days remote), but we are willing to consider a fully remote role for the right candidate.
Primary responsibilities of this position include:
Event Content/Programming:
Work with GNA's various teams (Technical, Programs, and Creative) to brainstorm session ideas.
Independently research and generate session ideas, topics, and speakers.
Support agenda and content development, including drafting of agenda program and session descriptions.
Mange speaker research and maintenance of the database of relevant speaker and session ideas.
Manage and oversee speaker invitations and confirmations, as well as relationships with speakers leading up to the show.
Oversee management of abstract submissions for events. Review and recommend same for possible speaking slots.
Oversee and track receipt of speaker bios and headshots.
Manage speaker presentation and collection process, and ensure presentations are received formatted and uploaded in a timely manner.
Serve as an onsite liaison/handler for VIP speakers and panelists
Oversee event program/agenda wrap-up process including speaker "thank-yous", speaker information in Eloqua database, speaker headshots and bios saved in the shared drive, final agenda, schedule and presentations online.
Analyze post-event metrics and feedback; incorporate analysis into next year's agenda
Maintain awareness of the competitive event landscape, including tracking event dates/locations, session topics, speakers, sponsors; and exhibitors; attend competitor events, as appropriate
Collateral Development
Work with marketing team to populate content for email marketing campaigns
Oversee development and distribution of speaker support materials.
Oversee scheduling of and run pre-conference speaker panel calls.
Develop content for all conference materials, including the Agenda Preview, Conference Program, Agenda At-A-Glance, Event Preview, Event Summary, and other documents, and ensure all documents are accurate and updated with speaker and agenda details in a timely manner.
Create publication-quality and client-ready written reports, correspondence, presentations, and other communications that clearly and concisely summarize project goals, accomplishments and recommendations in the most compelling manner for the appropriate audience.
Event Logistics
Work with logistics team to identify and plan for onsite room and speaker needs.
Assist with, research, and identify technical tours for key events and workshops.
Work with logistics team to finalize speaker travel and reimbursement, as needed.
Work with logistics team to finalize on-site A/V and room set needs
Project Management
Lead event programming teams, and identify, assign, and track action items across the company to achieve event programming goals.
Monitor and deliver on contract deliverables, including promised results, budgets, and reports.
Gather/analyze data and provide monthly reports to accounting, clients, and internal staff.
Client and Industry Relations:
Professionally interact with industry contacts and clients on a regular basis while working to understand their business needs
Be responsive and proactive in responding to all requests, concerns, needs, and communications.
Provide consistent and well-prepared status reports on deliverables
Manage and address unexpected developments with discretion and with a long-term eye on maintaining GNA's reputation and value
Develop and implement strategies to communicate the objective of projects to diverse audiences, including business, government, non-profit organizations, and community groups.
Interface directly with a variety of contacts in to gather information for various projects.
Minimum Qualifications:
3-5 years of large, complex project management responsibility
3+ years of direct experience in energy efficiency, clean energy, and/or clean transportation industries or policy, including a working knowledge of technology, public policy, agencies, public funding, and trends, strongly preferred
Experience managing staff and public agency contracts is a plus
Experience developing educational events, conferences, and tradeshow is a major plus
Strong interpersonal skills; high degree of responsibility, initiative, and professionalism
Exceptionally strong organizational, planning, communication, and writing skills
"Can-do" attitude and a willingness to learn
Proficient in the Microsoft Office Suite
Ability to travel up to 15% as necessary to exhibitions.
Compensation & Benefits:
This full-time, staff position offers an annual salary, as well as a full benefits package, including medical, dental, vision, life, and long-term disability insurance on day one. We also offer 401(k) plans and performance-based bonus opportunities.
GNA is an equal opportunity employer. We are pleased to consider all qualified applicants without regard to race, color, sex (including sexual or gender identity), religion, national origin, ancestry, sexual orientation, age, marital or veteran status, genetic information, physical or mental disability, medical condition, or any other legally protected status.
No Agencies, please. No Sponsorship. EOE.
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