Events and Operations Coordinator, ULI Southeast Florida

ORGANIZATION SUMMARY :

The Urban Land Institute (ULI) is a 501(c)(3) nonprofit research and education organization supported by its members. Founded in 1936, the Institute has more than 48,000 members worldwide representing the entire spectrum of land use and real estate development disciplines, working in private enterprise and public service.

As the preeminent, multidisciplinary real estate forum, ULI facilitates the open exchange of ideas, information, and experience among local, regional, national, and international industry leaders and policy makers dedicated to creating better places.

The mission of ULI is to shape the future of the built environment for transformative impact in communities worldwide.

ULI SE Florida has around 1,300 active ULI members with notable annual engagements and events including 3 downtown forums, a Vision Awards ceremony, a mid-career leadership institute, public sector projects and several leadership initiatives.

We have a high-profile advisory board and engaged management and governance committee. The District Council aims to have 4 full time staff and hires additional contractors for specific projects.

BASIC FUNCTIONs :

The Events and Operations Coordinator is a professional position within the District Council. As an integral part of the District Council team, the Events and Operations Coordinator serves as a professional liaison between the District Council, ULI headquarters, and Southeast Florida and Caribbean real estate, planning and development professionals.

The Events and Operations Coordinator is one of the faces of the District Council members call them first for assistance and information, so it is imperative that the Associate be courteous and friendly.

The position necessitates that the Events and Operations Coordinator be able to travel occasionally to District Council events throughout the area and attend meetings, events or programs in the early mornings or evenings.

The Events and Operations Coordinator serves as an informed resource for District Council committees, interfacing with these committees to ensure that all work is consistent with ULI’s policies and procedures, and that ULI SE Florida / Caribbean’s goals and objectives are met.

The Events and Operations Coordinator works closely with the Executive Director and other DC staff to maintain administrative, financial and office operations of the District Council, including membership, sponsorship, programs / events, communications, and community projects / initiatives.

SPECIFIC RESPONSIBILITIES :

• Manage and maintain District Council operations including but not limited to supplies and equipment, files, databases, records, calendars, and other District Council resources and equipment and maintenance as needed.
• Manage distribution and marketing of correspondence to members and non-members.
• Support standing committees and other working groups as needed, including recording, writing and distribution of committee action items, confirming member leader participation, scheduling regular meetings and meeting room setup including catering and audio-visual needs.
• Access member and non-member records to create analyses for membership, sponsorship, attendance and budget patterns for forecasting short- and long-term goals.
• Administer NetForum (member and event data program) input from the District Council, including, but not limited to committee participation, prospect data and complimentary event passes.
• Support District Council in person and virtual event tasks including room set-up, printing and processing name badges, e-blasts creation and distribution, mailing or emailing thank you letters, final registration of attendees, post-event wrap up and processing event-specific invoices.
• Assist in developing and maintaining vendor relationships, sourcing appropriate suppliers for catering, audio-visual equipment or honorariums in support of District Council events.
• Update the District Council website, utilizing ULI’s content management systems, including but not limited to marketing for upcoming events, news related to District Council initiatives, members in the news, and other pertinent activities.
• Track expenses for individual projects or programs to improve budgetary performance.
• Process and manage accounts payable and receivable for all activities associated with the District Council, including but not limited to sponsorships, programs, catering, community outreach, vendor payments, event supplies, etc.
• Perform other administrative, marketing and communications duties and projects as required, to contribute to a team effort.

INTERNAL RELATIONSHIPS :

Maintains daily relationship with District Council staff and works directly with staff at ULI headquarters, and disseminates information to applicable parties and departments, including membership, meeting production, finance and customer service teams.

EXTERNAL RELATIONSHIPS :

Daily direct work with ULI members, including certain Management committee members serving in key committee leadership positions, members, member firms, sponsors, prospects, vendors, collaborative partner organizations, and consultants.

QUALIFICATIONS :

• BA / BS or equivalent experience.
• 1- 2 years of related experience required, and nonprofit experience preferred.
• Demonstrated proficiency / skills in Microsoft Office (Word, Excel, Outlook, and Power Point); knowledge of and competency with a graphics, Illustrator, Photoshop, or communications software a plus.

Familiarity and proficiency with web-based tools, such as content management systems or internet-based tools for updating and publishing content to dynamic website.

• Professional oral and written communication and interpersonal skills to work with senior business and public sector executives.
• Ability to initiate and prioritize tasks and handle multiple tasks concurrently and completely with responsible follow-through and minimal supervision.
• Ability to provide courteous customer service and professional relationships with coworkers in a fast-paced environment.
• Self-motivated, demonstrating meticulous attention to both details and deadlines.
• Proven project and office management skills, including creative problem solving.
• Aptitude for financial management and budgeting with an outstanding attention to detail.
• Meeting and event coordination skills.
• Interest in real estate and land use is a bonus.
• Ability to attend early morning and evening events is required.
• Ability to travel to events throughout the region.
• Use of personal vehicle may be required for local travel.
• Ability to adapt to hybrid work schedule - work regular office hours from home or in office during within confirmed staff schedule (at least one full day in office per week with the full team).

APPLICATION INSTRUCTIONS :

ULI has a robust benefits package that includes health, dental, and life insurance; vacation leave; and a retirement plan.

Compensation is commensurate with experience. For more information, click here .

To apply, please follow the link below. Please submit a résumé and a letter of interest.

ULI is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion / creed, sex, national origin, disability, genetic information, pregnancy, veteran or active military status, non-citizenship or citizenship status, arrest or conviction record, credit history, salary history, caregiver status, sexual orientation, gender identity, marital or partnership status, familial status, unemployment status, status as a victim of domestic violence or sexual violence, or any other status protected by applicable law.

EOE / m / f / d / v. No relocation reimbursement is offered at this time.

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