The Society of Women Engineers (SWE) is a not-for-profit educational and service organization. SWE is the driving force that establishes engineering as a highly desirable career aspiration for women. SWE empowers women to succeed and advance in those aspirations and be recognized for their life-changing contributions and achievements as engineers and leaders. SWE currently has over 40,000 members worldwide. SWE has a congenial, business casual work environment in the Chicago Loop. SWE offers competitive compensation commensurate with experience and an excellent benefits package.
This position reports to the Director of Conference & Event Services and will work on a variety of existing events while assisting the development of new ones. The current portfolio of events include the SWE Annual Conference (15,000 attendees), SWE's regional conferences consisting of 5 US conferences (WE Local conferences), and 10 to 15 global events (conferences and roundtables located outside the US). This position must be able to handle multiple tasks while working with others including members, non-members, volunteer committees, vendors, corporate partners, and other partner organizations to assist SWE in meeting identified professional excellence goals. Other responsibilities include, but are not limited to:
Support and manage logistics for programs, special events, business meetings, speaker management, and other areas
Assist in identifying the latest trends and technology in event planning
Work with the conference team in implementing innovative approaches to event organizing
Work with third party vendors on exhibits, housing, registration, services, marketing for SWE's Annual Conference
Manage registration logistics for regional conferences both pre-conference and on-site
Manage post-conference activities which may include preparing post-conference reports, assisting with collecting receivables, processing payables, and debriefing with vendors
Coordination of planning for various committee, conference committee planning and other business meetings where needed
Data management within the call for participation portal, registration portal, and mobile app content management system (CMS)
Coordinate exhibit layouts and collect sponsor required information (WE Local US and Global)
Participate in committee meetings and calls
Coordinate with Business Development on identifying and executing sponsorship opportunities unique to venues
Negotiate preferred rates with vendors for such items and services as sponsorship deliverables, signage, transportation, audiovisual, and general contracting for all events
Manage the shipping of materials to and from events and conferences
Develop and keep event websites current with hotel, transportation and location information.
Review BEOs for accuracy
Research vendors and prospective event sites, compile information, and make recommendations
Assist in the writing and design of digital and print marketing materials
Manage member and customer inquiries and provide guidance and support to junior staff on how to answer inquiries.
Bachelor’s degree or three years of equivalent event/exhibit/meetings/conference experience; preferred minimum two years’ experience supporting event/exhibit/meetings/conference department or personnel
Experience creating RFPs
An attention to detail with the ability see the bigger picture
Familiarity with association management
Excellent communication skills – both written and oral
Excellent computer and database management skills
Proficient ability using Microsoft Word, Excel, Outlook e-mail, and Power Point.
Ability to work effectively in a member-focused and team-oriented culture and manage multiple responsibilities and meet deadlines
Excellent Customer Service skills both in person (e.g. registration services) as well as via calls and email
Excellent organizational skills, with the ability to prioritize and juggle many tasks.
The Society of Women Engineers (SWE) is a not-for-profit educational and service organization. SWE is the driving force that establishes engineering as a highly desirable career aspiration for women. SWE empowers women to succeed and advance in those aspirations and be recognized for their life-changing contributions and achievements as engineers and leaders.
SWE has over 40,000 members and an... annual budget of $10 million. SWE has a congenial, business casual work environment in the Chicago Loop. SWE offers competitive compensation commensurate with experience and an excellent benefits package.