Customer Service and Support, Meetings/Expositions/Events, Project Management/Program Development
Position Type: Temporary/Contract position
Position Term: January through early May
The temporary Virtual Conference Specialist will serve on the liaison team for TLA member and vendor stakeholders interacting with the 2021 Conference Virtual Event Platform. This position will liaise between several different internal TLA departments (exhibits & sponsorship, conference planning and registration) to support effective external member engagement leading up to and during the conference.
The position will be conducted remotely (from your home location) for the majority of the duration of the term, however, some in-person/in-office work may be needed. A reliable internet connection, cell phone and appropriate work location during normal business hours are required. A loaned TLA laptop can be provided along with training and team support. This position will require the use of virtual conferencing on a frequent basis throughout the business day, Monday through Friday.
The fully virtual conference takes place April 22 – 24, 2021. Over 2,000 attendees are expected with 150+ exhibitors, 600 – 800 speakers and 20- 30 sponsors. Additionally, a planning committee of 60 – 80 volunteers interact heavily with staff and speakers.
This position reports to the Executive Director and collaborates with other internal stakeholders. Multiple weekly team support meetings will take place virtually.
Exhibit & Sponsorship Responsibilities
Facilitate exhibitor and sponsor participation in Hubb platform to ensure timely fulfillment of benefits and meet deadlines. Duties will include phone and email follow up to support submission of videos, logos, load resource documents into platform.
Coordinate with TLA Conference, Exhibits and Communications team members to fulfill sponsor benefits.
Ensure appropriate exhibitor personnel are registered on virtual event platform
Work closely with exhibits team members and other staff on projects related to exhibitors and/or sponsors.
Speaker & Volunteer Planner Support Responsibilities
Facilitate speaker and volunteer planner participation in Hubb platform to meet deadlines. Duties will include phone and email follow up to submit videos, speaker bios and headshots and presentation documents into platform.
Work closely with conference team and other staff on projects related to events and education sessions.
Desired Background & Experience
5- 7 years association conference meeting planning and working with exhibitors and vendors, experience in virtual settings a plus.
Online meeting platforms such as Zoom, Vimeo, Microsoft Teams
Virtual event platforms, specifically with back-end set-up for speakers, exhibitors, uploading videos, logos, bios and photos, etc.
Customer/Member service- oriented
Professional verbal and written communication skills
Experience with complex, multi-event meetings
Team player & collaborator
Microsoft Office 365; Excel, Word, Powerpoint, Access
Experience with membership databases or CRM products
Must be able to generally commit to a Monday – Friday, 8 – 5 schedule for the duration of the assignment. Some evenings and weekends may be required. Appropriate notice will be given.
Reliable transportation to/from Austin, TX based office for occasional meetings
All employment taxes are the responsibility of the contractor. This is a short term, contract, temporary position.
Internal Number: 202101
About Texas Library Association
Whether promoting intellectual freedom or working to strengthen libraries and demonstrate their value, the Texas Library Association (TLA) is the embodiment of the aspirations first conceived over 110 years ago.
Our mission is to empower library personnel and supporters to develop library excellence for the people of Texas, and our goals are:
To support continuous improvement towards excellence in libraries and librarianship,
To support and encourage equity, diversity and inclusiveness,
To advocate for equity of access to information in a changing environment,
To model and promote ethical responsibility and integrity,
To advocate for and protect intellectual freedom,
To support and encourage literacy and lifelong learning,
To advocate for social responsibility and the public good.
TLA envisions a future where each and every Texan recognizes the value that libraries bring to their lives. The organization enables libraries in Texas to offer open access to information resources and services to all people. The people who work for and support Texas libraries add significant value to the lives of all Texans.
TLA is a positive role model and va...lued leader, partner, resource, and advocate for Texas libraries. TLA reaches Texas communities, expanding access both physically and virtually, to bring literacy and lifelong learning to the forefront. TLA seeks innovation and sustainability of resources to connect and inspire all Texans to grow, learn, and reach for excellence.