Events Coordinator

Join the innovative team at the Virginia Association of Independent Schools (VAIS) as the Events Coordinator and play a key role in advancing excellence across Virginia’s independent education landscape. VAIS is the leading resource for independent education in the Commonwealth. With core values of excellence, community, and independence, we serve our 92 PK-12 member schools through accreditation, advocacy, and professional learning programs.

Position Overview

VAIS seeks a collaborative professional to oversee the operational, logistical, and communications functions driving our professional learning programs, board meetings, and internal events. This role is pivotal in ensuring that every gathering—virtual or in-person—is executed with precision and delivers an exceptional participant experience. The position requires strong project management skills, creative problem-solving, and high proficiency with technology, scheduling, and vendor management. The ideal candidate is a detail-oriented planner with a hospitality mindset, capable of managing complex registration systems and enhancing member engagement through seamless communication.

Essential Responsibilities

PROFESSIONAL LEARNING OPERATIONS FOR IN-PERSON EVENTS

• Manage registration systems for all professional learning programs, including building and monitoring event registration forms; troubleshooting registration issues; ensuring data accuracy, payments, and confirmations; and generating attendee reports
• Maintain the Association’s Communications Calendar to coordinate the distribution of communications for all events, including schedules, reminders, materials, evaluation links, and follow-up messages
• Manage the Association’s social media channels to promote upcoming professional learning opportunities and highlight past events
• Attend and oversee event logistics for programs, including nametags, room layouts, seating plans, AV/technology coordination, signage, check-in processes, and materials. Liaise with venues and tech support vendors to ensure contract deliverables are met
• Serve as the main point of contact for program sponsors, ensuring that their information is accurately and appropriately promoted through the website, marketing materials, and at the program, and handling logistics for their participation at the program
• Coordinate food and beverage needs, dietary accommodations, and vendor relationships
• Procure and manage event swag, including ordering, inventory, branding requirements, and on-site distribution

PROFESSIONAL LEARNING OPERATIONS FOR VIRTUAL EVENTS

• Attend and serve as the technical host for all virtual MeetUPs and webinars, managing Zoom scheduling, technical set-ups, breakout rooms, recording settings, waiting room protocols, and troubleshooting audio/video issues
• Maintain the MeetUP calendar, ensuring clarity for internal staff and external stakeholders
• Draft and distribute calendar invitations, reminders, and follow-up communications with consistent branding and tone

BOARD MEETING SUPPORT

• Coordinate all logistics for board meetings, including securing meeting locations and negotiating space needs
• Arrange meals, catering, dietary accommodations, and refreshment breaks
• Manage hotel reservations and lodging arrangements for board members and invited guests
• Oversee technology needs, including presentation equipment, hybrid meeting setups, connectivity, and on-site troubleshooting
• Procure and manage board meeting swag or materials, ensuring accurate quantities and branding alignment

STAFF MEETINGS AND CELEBRATIONS

• Coordinate all logistics for internal staff meetings, retreats, and celebrations
• Arrange meals and refreshments for in-office or off-site gatherings
• Ensure that space, technology, supplies, and materials are prepared in advance and that the environment supports a productive and positive staff experience

The successful candidate will demonstrate professional discretion when handling confidential information, maintain a customer service orientation when working with diverse member constituencies, show adaptability and problem-solving skills in a dynamic environment, and work effectively both independently and collaboratively.

Working closely with the small staff of VAIS requires a collaborative approach and flexibility to take on additional responsibilities as needed. We work both in a well-appointed office in Richmond, Virginia and remotely as scheduled. Occasional overnight and out-of-area travel may be required for programs. Training specific to the position may be supported as needed.

Required Qualifications

• Bachelor’s degree required
• Demonstrated competence and experience in managing event logistics, communications coordination, and technology-enabled meeting support
• Proficiency with registration platforms, database systems, Google Workspace, and social media management tools
• Strong interpersonal communication skills and the ability to serve as a clear, confident point of contact
• Highly organized, with the ability to manage multiple deadlines and events simultaneously
• Comfort with vendor management, contracting, and coordinating hospitality elements
• Ability to travel locally within the region for events and meetings

Preferred Qualifications

• Experience with MemberClicks Professional platform, including registration, and invoicing
• Familiarity with independent school operations and culture
• Background in membership organizations or educational associations

Equal Employment Opportunity Statement

The Virginia Association of Independent Schools is fair and impartial in all of its relations with its employees and applicants for employment and to make all employment-related decisions without regard to race, religion, color, national origin, age, sex, disability, or any other categories protected by federal, state, or local law. VAIS is committed to nurturing and enhancing a workplace environment and governance structure that is diverse, inclusive, and equitable. The Association believes in the power of diversity to make the most thoughtful and inclusive decisions to best serve its member schools.

Benefits

VAIS offers a highly competitive compensation package for this full-time position.

Note: This position description has been designed to indicate the general nature and level of work to be performed by employees within this classification. This position description should not be interpreted as a comprehensive inventory of all duties and responsibilities required or assigned to an employee in this position. Nothing contained in this position description restricts Virginia Association of Independent Schools' right to assign or reassign duties and responsibilities to this position at any time.