Meeting and Event Coordinator

Overview

The Linux Foundation is creating the greatest shared technology investment in history by enabling open source collaboration across companies, developers and users. We are the organization of choice to build ecosystems that accelerate open technology development and commercial adoption.

Position Overview

We are looking for a Meeting + Event Coordinator to support the Linux Foundation’s Event Services team to continue to deliver high quality, successful events for our members and clients. The Event Services team manages 40+ global events annually (conferences, hackfests, board meetings etc), ranging in size from 50 – 5,000 attendees. This position requires overnight and weekend travel to events both domestically and internationally (~25%). This position is a remote, virtual, position so can be located anywhere in the United States.

In this position, you would be responsible for the following.

Event Coordination

• Coordinate program logistics including AV, space planning, food and beverage, production, exhibit design, timelines etc.
• Provide on-site support, including working registration
• Update and maintain event websites
• Database updates & reporting (Salesforce) – visa letters, travel funding, diversity scholarships, registration invoicing etc.
• Build and update event registration forms
• Provide customer support to attendees and other event stakeholders
• Develop and manage budgets, timelines and workflow
• Communicate on a regular basis with clients and planning/program committees  to meet their needs and specifications
• Work with external vendors on the creation and timely delivery of conference materials such as conference documentation, signage, promotional items, etc.
• Ordering, packing and shipping event supplies
• Assisting with proofing and editing collateral materials and website & email copy
• Create and deploy attendee email communications and post-event surveys
• Work with sponsors on sponsorship benefit fulfillment and delivery
• Manage post-event invoices and billing

Trade Show / Event Marketing

• Work with clients to manage their participation in industry conferences and trade shows via exhibiting
• Work with vendors and exhibit company to create a presence for clients at these events including management of: booth design, marketing material, promotional items, drayage and shipping, staff travel details, etc
• Manage post-event invoices and billing
• Onsite support to set-up and manage event presence

Required Skills & Experience

• BS/BA degree and 2-4 years of recent corporate or agency/3rd party planning experience required in an event planning role.
• Excellent interpersonal, organizational, and communication (both written & verbal) skills
• Must demonstrate strong computer knowledge (office applications, internet, registration software, database applications, and project management software) – proven ability to pick up new programs and softwares quickly
• Attention to Detail – extremely organized and efficient
• Excellent Research Skills – know the places to look and manage time spent efficiently
• Ability to effectively deliver in a fast –paced environment
• Ability to manage tasks, time and schedule with limited supervision
• Adept at working on multiple projects and with multiple stakeholders at once, and able to prioritize and make the best use of time
• Ability to interact with a wide range of clients – from C-level executives to technical programmers
• Candidate must be able to work independently, with clients, vendors and with a team
• Excellent strategic thinking and critical reasoning skills
• Creative – Ability to think of new ways to impact our events
• Copy writing, editing and/or proofreading background is a plus
• Prior experience with Google Docs, WordPress, Adobe, Salesforce, Eventbrite and/or RegOnline a plus

The Linux Foundation is a largely all-remote workforce that hires top-notch talent.  We are as passionate of providing a flexible and supportive work culture as we are in Open Source Software.  Collaboration is in our DNA, and we pride ourselves on being able to work closely together while not being tied to an office.  We offer exceptional benefits – e.g., Fantastic health care, Unlimited PTO, 100% 401k match up to $18k, profit-sharing and exceptional healthcare plans.

The Linux Foundation is an Equal Opportunity Employer.