ILTA Career Center

The Event Operations Specialist is responsible for supporting ILTA’s event portfolio. With a strong focus on project management, the Specialist will plan and assist in the management of 6+ events, conferences, and meetings throughout the year.  The Specialist will work closely with cross-departmental teams to design, manage, adjust, and execute events that provide value to the legal technology ecosystem.  Event Operations Specialist reports directly to Director of Event Operations. 

Specific Responsibilities

Project Management of Events and Conferences

• Coordinate the administrative aspects of conferences and events, including data entry into spreadsheets and Salesforce, and managing and updating timelines
• Coordinate event plans and timelines, workflows, calendars, and process documentation – including updating as deadlines shift over time.
• Schedule and participate in internal meetings, distribute agenda and minutes before and after meetings
• Maintain tech and operational process documentation and continuously improve when applicable

Housing Management

• Using final contract and addenda, develop appropriate housing blocks
• Suggest content for, then proof, the event websites once housing blocks are confirmed
• Pull weekly pickup reports and review against overall block
• Serve as primary point of contact/customer service from initial questions, through reservations and post-event folios, escalating issues as necessary
• Compare pick-up to concessions to ensure maximum benefit
• Monitor room night pickup to protect against attrition penalties, make staff reservations, apply upgrades
• Assist with rooming lists, reservations, and post-housing audit
• While on-site review and act on daily no-show reports

Registration Management

• Collect and document initial information needed to create registration products
• Work with Finance/Registration to ensure accurate registration lists
• Manage registration and badging process and finalize lists and demographics post-event
• Manage event registration and conference email boxes, inquiries, and registration lists

Event Food & Beverage

• Create initial banquet and event orders, proof final orders
• Track special meals, allergy notes, and ADA accommodations
• Participate in daily BEO review meetings with other ILTA staff and the hotel team

Event Operational Logistics

• Coordinate the shipping and receiving of conference materials and supplies, including logging 3rd party shipping information on shipping log and retrieving items onsite
• Coordinate the return shipment of materials for ease of inventorying and storage
• Ensure ancillary meetings are setup in Salesforce
• Assist with supplier management, including contract, invoice, and receipt management
• Proof various manifests and conference collateral
• Develop and maintain event and conference FAQs
• Assist with keeping all event and conference websites up-to-date

Event Surveys & Data

• Create and administer pre- and post-event surveys and compile feedback data on all aspects of conferences and events
• Track survey results and other attendee demographic data year-over-year

Onsite Responsibilities

• Schedule and manage onsite temporary staff and volunteers to ensure adequate coverage over all onsite assignments
• Assist with onsite logistic needs including checking housing no-show lists, performing room checks, and confirming catering orders
• Serve as primary point of contact onsite for registration issues and questions

Internal Relations

• Reports to Director of Education Event Operations
• Works with Marketing to draft event messaging for websites, social media, and surveys
• Works with Technology to streamline event processes and ensure accurate event reporting
• Works with Accounting for event registration setup and event inventory

External Relations

• Liaise with 3rd party housing partner for all housing needs
• Submit weekly reporting to 3rd party partners on major events
• Assist corporate sponsors and volunteer groups in securing function space during conferences and events

Additional Requirements

• Available for occasional travel and be available for most of the month of August for our Annual Conference
• Experience in event planning/management
• Experience with surveys and data tracking
• Strong Microsoft Office experience
• Personable, flexible, organized, detail-oriented, and able to juggle a variety of tasks in a fast-paced environment
• Creative, innovative, and a self-starter who generates ideas
• Strong follow-up and time-management skills

About ILTA

The International Legal Technology Association serves the professional needs of more than 24,000 U.S. and international legal technology professionals and their organizations. Our core values—respect, commitment to members, sharing of information and promoting lifelong learning—drive all we do to support the peer-driven organization that is ILTA. ILTA staff demonstrates excellence throughout 5 main areas of our organization: Membership, Events, Business Partnerships, Marketing and Communications, Technology/IT/Operations. Our focus is to achieve results for our membership and the legal technology profession at large. Much of the value we provide as an association occurs through the coordinated efforts with our global volunteer membership teams. ILTA offers a comprehensive benefits package that includes medical (PPO, HSA, and HMO plan options), dental, vision, life insurance, team member assistant programs, long term disability options, and flexible spending accounts. In addition, there are employee-paid supplemental options including pet insurance, legal aid and other discounted benefits. We offer paid vacation, sick time and holidays. ILTA is an equal opportunity employer of p...rotected veterans and individuals with disabilities. All qualified applicants will receive consideration for employment in open positions without regard to race, ethnicity, gender, color, religion, sex, age, marital status, ancestry, citizenship, physical or mental disability, medical condition, veteran status, sexual orientation or any other protected characteristic. All personnel actions, such as compensation and benefits will be administered in accordance with the principles of equal employment opportunity. ILTA encourages the referral of qualified individuals with disabilities, veterans, women and minorities. ILTA Core Values: These are the beliefs and behaviors that inform everything we do as an organization: Respect our colleagues; Commit to the highest standards of professionalism; Provide unbiased and accurate information; Maintain the highest ethical standards; Nurture skills and talents to promote lifelong learning; Develop and enhance strategic relationships; Provide opportunities to celebrate volunteers and maximize their value to foster a trusted resource community; and Foster diversity, equity and inclusion throughout the ILTA community.

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