Events Coordinator
Pay: Starting at $24/hour, depending on experience
About the Florida Optometric Association
The Florida Optometric Association (FOA) is a nonprofit organization dedicated to promoting the eye health and vision care of Floridians through the practice of optometry. Our membership includes more than 1,900 optometrists across the state.
The mission of the FOA is to protect, promote, and progress the profession of optometry in Florida.
Position Summary
The Events Coordinator serves as the primary planner for the FOA Convention and assists with the planning and execution of additional FOA meetings and events throughout the year.
This position is responsible for exhibitor management, fulfillment of sponsorship deliverables, event logistics, vendor coordination, attendee support, committee coordination, event communications, and administrative event management. The successful candidate will be highly organized, detail-oriented, customer-focused, and capable of managing multiple projects and deadlines simultaneously.
Success in this role requires strong project management skills, exceptional follow-through, proactive communication, and the ability to coordinate numerous moving pieces while ensuring deadlines are met, budgets are maintained, and details are executed accurately.
The position maintains contact with members, prospective members, FOA leadership, exhibitors, sponsors, volunteers, committees, allied organizations, vendors, and event attendees regarding Association events and programs.
Essential Duties and Responsibilities
Event Planning & Coordination
- Serve as the primary planner and coordinator for the annual FOA Convention.
- Assist with planning and execution of additional FOA meetings and events.
- Develop and maintain event timelines, project plans, and task lists to ensure deadlines are met.
- Coordinate event logistics from initial planning through on-site execution.
- Serve as staff liaison to the Convention Planning Committee.
- Travel as needed to support the FOA Convention, planning meetings, SECO, and other FOA events.
- Take ownership of assigned projects and proactively identify and address issues.
Venue & Vendor Management
- Assist with event sourcing, including venue research, RFP submissions, and proposal evaluation.
- Participate in hotel and venue contract negotiations.
- Work closely with hotels and venues to coordinate meeting space, room blocks, food and beverage functions, and event setup requirements.
- Monitor room pickup and coordinate VIP housing arrangements.
- Ensure FOA and venue contractual obligations are fulfilled, including room block commitments, concessions, deposits, and deadlines.
- Research and coordinate with various event vendors such as expo services, audiovisual providers, photographers, printers, apparel vendors, security providers, entertainment, and destination management companies.
Exhibitor & Sponsorship Management
- Manage exhibitor opportunities for FOA events, including booth assignments, exhibitor communications, invoicing, collections, and reporting.
- Coordinate exhibit hall layout and exhibit hall logistics.
- Work with the Executive Director to ensure sponsorship deliverables are met.
- Maintain positive relationships with exhibitors, sponsors, and industry partners.
Budget, Reporting & Administration
- Assist in monitoring convention budgets and event-related expenses.
- Review event billing with the Executive Director.
- Create and distribute event reports as needed.
- Arrange hotel accommodations for the Board of Trustees and designated volunteer leaders.
- Coordinate Board of Trustees dinners.
- Maintain accurate records and event documentation.
Marketing & Communications
- Assist with convention marketing efforts, including email communications, postcards, flyers, social media content, website updates, and other promotional materials.
- Ensure consistent event branding and messaging.
- Assist with creating and maintaining event information in YourMembership.
Other Duties
- Perform additional duties as assigned based on organizational needs.
Required Skills and Qualifications
- Bachelor's degree preferred; relevant experience may be considered in lieu of a degree.
- Strong project management and organizational skills.
- Exceptional attention to detail and accuracy.
- Ability to manage multiple projects and competing priorities simultaneously.
- Ability to establish priorities and consistently meet deadlines.
- Strong written, verbal, and interpersonal communication skills.
- Excellent customer service and relationship management abilities.
- Self-motivated with the ability to work independently and as part of a team.
- Ability to take ownership of projects and proactively identify and resolve issues.
- Ability to adapt quickly to changing priorities and new technology.
- Professional demeanor when working with members, volunteers, vendors, sponsors, and leadership.
- Willingness to contribute in a collaborative, small-staff environment.
Software Skills
Required
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
Preferred
- Adobe Acrobat DC
- YourMembership or other Association Management System (AMS)
- Canva
Ideal Candidate Attributes
The ideal candidate will be:
- Highly organized and detail-oriented.
- Skilled at balancing multiple deadlines and projects.
- Proactive and solutions-focused.
- Comfortable coordinating many moving parts simultaneously.
- Dependable and accountable for completing projects and following through.
- Focused on delivering exceptional service.
- Flexible and willing to wear multiple hats in a small-team environment.
- Comfortable working independently and taking initiative when challenges arise.
Compensation & Benefits
Starting pay: $24/hour, depending on experience
FOA offers a comprehensive benefits package, including:
- 100% employer-paid health, dental, and vision insurance for the employee
- 401(k) with 4% employer match available after one year
- Two weeks paid vacation
- Nine paid holidays
- Six days sick leave
Job Type
Full-time
Schedule
- Monday through Friday, 8:30 a.m.–5:00 p.m.
- Travel required for the annual FOA Convention.
- Occasional additional travel and event-related evening or weekend work may be required.
Location
Tallahassee, FL 32301
This is an in-office position. Candidates must be located in or relocate to the Tallahassee area before beginning employment.
How to Apply
Please submit both a resume and cover letter.
In your cover letter, please describe your experience coordinating events, managing projects, and balancing competing deadlines.
No phone calls please.
Pay: From $24.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
