Office/Events Coordinator-Onsite

Are you looking to gain a career start or further your experience in a professional setting?

AVS is seeking an enthusiastic, organized, and self-motivated Office/Events Coordinator to support the operations of our California Office. This is a full-time in-person position in a small office and is ideal for someone interested in a professional opportunity with long-term career growth potential. The role will be reporting to the Marketing Communication & Events Manager.

What You’ll do:

Events Administrative Support:

• Provide support for event attendee, housing, exhibitor, etc. registration processing including reminders, confirmations, tracking and reporting; invited speaker invitations; presenter tracking; badge and ticket preparation and printing, and other event-related administrative tasks. Opportunities for domestic and international travel as needed.
• Creation and distribution of event announcement e-mails (Constant Contact).
• Prepare content for event mobile apps, including the creation of general information/schedule overview, push notifications, social media posts, etc.
• Review event orders and assist with logistical arrangements for food functions and audio-visual.
• Provide hosting support for online short courses, webinars, e-Talks, etc. (via Zoom)
• Track AVS endorsed and sponsored topical conference requests, obtain permissions, follow-up to make sure conferences are fulfilling obligations, and update/maintain quantities on the literature tracking for shipments.
• Prepare and track shipments to various events (must be able to lift 30 lb.).

General Administrative Support:

• Provide general office assistance, including phone reception, filing, restocking office supplies/groceries, mail distribution, light cleaning, and other duties as assigned.
• Assist with production of newsletters, brochures, and all other collateral, including setting content, writing, formatting/layout, mailing list maintenance/coordination, distribution, tracking, and analysis/reporting.
• Draft AVS events, products, and services (membership, publications, etc.) e-mail communications, maintain associated customer lists.
• Assist with management of social media platforms, along with developing content for all AVS products and services to help grow and maintain active social media outlets- Instagram, Facebook, Twitter, YouTube, etc.
• Assist with Technical Library maintenance, including uploading and promoting content, adding keywords, and help report and analyze content usage.
• Report to and work closely with AVS Marketing Communications/Events Manager on other projects as assigned.

What you’ll bring:

• Bachelor’s Degree in events/hospitality/marketing/communications or related field of study or equivalent experience.
• Strong customer service skills.
• Excellent organizational skills with the ability to multitask and manage multiple deadlines.
• Impeccable communication both verbal and written.
• Computer proficiency in Excel and Word as well as working knowledge of social media platforms (Twitter, Facebook, Instagram, and YouTube).
• Experience with website formatting and/or graphic design is a plus.

To Apply:

Candidates should complete the entire application, upload a cover letter and a resume (incomplete proposal packets will not be considered for employment). A writing sample will also be requested.

What is AVS?

AVS, a member society of the American Institute of Physics (AIP), is a 501(c)(3) interdisciplinary, professional Society with offices in New York, North Carolina, and California. AVS, previously referred to as the American Vacuum Society, supports networking among academic, industrial, government, and consulting professionals involved in a variety of disciplines - chemistry, physics, biology, mathematics, all engineering disciplines, business, sales, etc. through common interests related to the basic science, technology development, and commercialization of materials, interfaces, and processing. Each year, AVS hosts local and international meetings, publishes five journals, honors members through its awards and recognition program, provides training, and offers career services. Founded in 1953, AVS is organized into technical divisions and technical groups that encompass a range of established as well as emerging science and technology areas. There are also regional chapters, international chapters and affiliates, and student chapters that promote communication and networking for professionals and students within a geographical region. AVS is comprised of approximately 4,000 members worldwide.

Why Work for AVS?

AVS wants you to love working for the Society, and we have a workplace culture that supports that goal. We offer the opportunity to be part of a team of exceptional volunteers and staff members who work together to develop, create, and support numerous exciting products and services. We pride ourselves on our ability to network and collaborate in a positive and productive environment and we work hard to make sure AVS is a rewarding place to work.

We offer a comprehensive and generous total compensation package, including multiple healthcare options with strong coverage, tuition assistance, generous PTO, and an outstanding retirement plan.

Diversity Welcome!

We encourage and invite people from diverse backgrounds to apply and join our team. All applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, age, creed, marital status, gender identity or expression, political affiliation, personal appearance, national origin, ancestry, protected veteran status, physical or mental disability.

Learn more about AVS at www.avs.org

AVS is an Affirmative Action and Equal Opportunity Employer

EEO/AA/ADA/V