The VBA Event Planner is responsible for planning and coordinating key logistics and executing in-person, in-house educational offerings. Additionally, this position will assist the VP, Education & Training in achieving the goals of the department by supporting various logistical pieces of off-site conferences and schools.
Duties and Responsibilities:
Serve as on-site lead coordinator and contact for on-site seminars, including facility set-up and tear down, menu selection, processing registrants, and assisting instructors when needed.
In collaboration with VP, Education & Training and in coordination with the Communications team, develop and implement a marketing plan for all designated seminars and schools including, but not limited to: email marketing campaigns, member toolkits, writing stories for VBA mass communications (ex. Executive Brief and Rundown) and VBA website updates
In consultation with VP, Education & Training, research and contract speakers and instructors for designated seminars, schools and conferences. Serve as a liaison and collect program materials, coordinate accommodations, AV needs, and manage the speaker fee and reimbursement processes.
Populate webpage and attendee portal with information on sessions, speakers, hotel (if applicable) for all designated seminars, school, conferences.
Ensure necessary conference materials and communications are created and distributed to registered attendees in a timely manner, including creating and managing conference portals on the VBA website.
Maintain a supply of drinks and snacks for on-site events.
Travel to conferences and schools to support and manage, when applicable, on-site logistics for designated events.
Support the planning and implementation of the Virginia Bankers School of Bank Management to include project coordination between resident sessions.
Manage post-seminar/school/conference communications and event surveys.
Provide back-up support to VBA Registrar on event registrations, payments, and deposits.
Attend committee meetings as needed.
Process and compile Bank School home studies through Forms+ to send to instructors. Send grades to students within a timely manner of receiving them back from the instructor.
Approve/deny vendor invoices for payment.
Assess effectiveness of instructors and seminar topics as it relates to the current needs of our clients through survey design, distribution and analysis.
Respond to members regarding questions, concerns and recommendations in a professional and timely manner.
Other duties as assigned.
Demonstrated ability to:
Develop strong, collaborative, and professional relationships with excellent interpersonal, listening and communication skills.
Meet multiple deadlines by maintaining a high level of organization, accuracy, time management and the ability to identify priorities.
Strong attention to detail and superior organization skills.
Independent critical thinking and problem-solving skills.
Manage multiple projects within a team dynamic and take initiative on decision-making.
Enjoy working in a fast-paced, high volume, quality, and results-oriented environment.
Communicate effectively and succinctly, both orally and in writing.
Use and troubleshooting of technology with proven experience in use of Windows based software including Microsoft Office.
Education and Experience:
Bachelor’s degree preferred.
A minimum of two years of event planning experience required
Schedule and Availability Requirements:
Monday-Friday, 8:30am-4:30pm. Must be willing to have a flexible schedule to work seminars and schools at the VBA office as well as off-site events on an as-needed basis to include some overnights and weekends.
Some local travel and overnight stays.
Prolonged periods sitting at a desk and working on a computer.
Prolonged periods standing at events.
Able to lift up to 25 lbs.
Able to complete room set-up to include moving tables, chairs and setting AV.
In-office Requirement: Hybrid – 3 days per week in the office and two days remote. Work location may vary by the week based on seminars, schools and conferences being held.
Licenses: Virginia Driver’s license
Cash balance defined benefit plan (pension plan)
Employee assistance program
Flexible spending account
Health savings account
Life and AD&D insurance
Paid time off
Short-term and long-term disability
The company is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.
West Virginia Bankers Title (WVBT) is a full service Title Insurance Agency that is committed to integrity and transparency in each of our transactions. Our team is made up of the best in the business and we look forward to helping you make informed decisions about your home.
The Company is an equal opportunity employer. As such, the Company offers equal employment opportunities without regard to race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, veteran status and other protected class characteristics.