Program Event Coordinator
Full-time position

The Program Event Coordinator will oversee conferences, coordinate committee and board meetings, sell exhibits and sponsorships, design promotional materials, and serve as a cross-functional team member. Experience in meeting planning, exhibit and sponsorship sales, graphic design, database management, and volunteer management experience a must. Attention to detail and excellent time management skills are essential to this position. This position will work closely with marketing and communication staff to develop timelines and marketing needs for each event, program, or project.

Major Job Responsibilities:

• Pre-planning and onsite logistics for conferences, meetings, exhibits, and sponsorships.
• Graphic design of promotional materials, conference program, signage, and other materials as needed.
• Database management. 
• General administrative duties as needed.

Programs and Conferences:

• Collaborate with the education committee to coordinate and develop the conference program to ensure the program meets CPME guidelines.
• Coordinate with event facilities, hotel, decorator, and event contractors. Coordinate logistics for food and beverage, room blocks, AV, VIP reservations, and special events.
• Communicate with speakers, volunteers, exhibitors, and sponsors.
• Organize and collect speaker presentations and contracts.
• Educational grant applications and management.
• Sell exhibit space, advertising, and sponsorships. Manage and strengthen vendor relationships.
• Manage exposition hall and exhibitor deliverables and ensure compliance with venue guidelines (general services, audiovisual requirements, budgeting, customer services)
• Develop and manage the budgets and expenses relating to all educational programs and related committees.
• Planning and onsite management of 2 in-person conferences, President’s Reception, board and committee meetings, online courses, and leadership conference.
• Prepare event materials, including exhibit name badges and packets, tent cards, meeting agendas, speaker biographies, and additional meeting materials as needed.
• Work with communications staff on promotional materials and communications strategies.
• Reporting of CME credits.
• Develop surveys as well as outcome reports.

Graphic Design:

• Develop original, innovative, and creative marketing pieces.
• Collaborate with members and communications staff to create and design exhibitor prospectus, conference brochures and program, logos, branding materials, and other communication projects.
• Prepare graphic design work for production and printing.

 General/Admin:

• Support and fully participate in all association activities.
• Provide support for the committees, including appointment/acceptance communication and attendance information.
• Attend and perform pre-determined responsibilities at TPMA meetings.
• Prepare reports for meetings.

This position receives direct supervision from the Executive Director and has the authority necessary to perform all actions required of the job as described herein. This description is intended to provide an overview of the responsibilities and duties of this position. It is not all-inclusive. The responsibilities may change over time.

Experience & Skills Required and Preferred:

• A minimum of a two-year degree required/ Bachelor’s degree preferred; industry experience may be substituted for education as appropriate.
• At least 2-3 years’ experience in meeting planning for an association or corporate entity.
• At least 2-3 years’ experience in exhibit and sponsorship sales.
• At least 2-3 years’ office experience and demonstrated general office skills, preferably in an association.
• 2-3 years’ experience in graphic design and production. Must have proficient working knowledge of Microsoft Office, CANVA, and Adobe Creative Suite
• 2-3 years’ experience with online database programs is required.
• Effective and friendly communicator, strong writing and editing skills, problem-solving skills, detail-oriented, time management, well-organized, with the ability to multitask.
• Must be a self-starter and team player who works well with staff, members, exhibitors, and volunteers.
• Must be able to lift up to forty (40) pounds.
• Availability to work some evenings and weekends. Travel is required 2-3 times a year for conferences with required overtime.

About Texas Podiatric Medical Association

Founded in 1917, The Texas Podiatric Medical Association (TPMA) is a 501(c)6 professional medical society representing the interests of podiatric physicians through legislative advocacy, continuing education and the promotion of quality foot and ankle care for all Texans.

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