Programs and Events Coordinator

NASCLA
Phoenix, Arizona

The Programs and Events Coordinator at NASCLA supports the seamless execution of diverse programs, conferences, meetings, webinars, and educational initiatives. This role ensures exceptional experiences from pre-planning through post-event evaluation while maintaining NASCLA’s strong operational and marketing standards contributing significantly to the organization's operational excellence.

The ideal candidate is detail-oriented, tech-savvy, creative, and thrives in a fast-paced environment. They are integral to executing event logistics, marketing deliverables, and data tracking that drive NASCLA’s mission forward. They are adaptable and ready to tackle inquiries, collaborate with others, and take on special projects.

Programs and Events

  • Own logistics for smaller-scale programs (webinars, state calls, team-building), including AV setup, script and PowerPoint development, and post-event wrap-up (evaluations, video, attendee list).
  • Provide comprehensive support for conferences, meetings, trainings, and mission projects—from pre-planning through on-site execution and follow-up.
  • Manage event registrations, CLE submissions, and platform functionality for webinars and calls.
  • Maintain project tracking and timelines in Smartsheet.
  • Coordinate NASCLA Team Building Events and assist in Annual Conference operations, including app and session data updates.
  • Partner on budget tracking and ensure sponsor deliverables are fulfilled.
  • Review TrackBill bills and flag items to track across legislative maps.

Marketing, Communications & Social Media

  • Execute marketing deliverables, including scheduling eblasts, publishing social media posts, and drafting flyers, PowerPoints, and press releases.
  • Keep event pages and web content up to date before and after programs.
  • Collaborate with the Marketing Specialist to create social media and eblast content (divided workload).
  • Manage timelines for marketing campaigns and maintain consistency with NASCLA branding.
  • Track and report on campaign metrics, registrations, and engagement data.

Administrative & Reporting

  • Handle administrative support for speakers, scholarship winners, and special guests (contracts, travel, logistics).
  • Track data and prepare reports on registrations, invoices, survey results, and campaign metrics.
  • Take detailed notes/meeting minutes and assist committees as assigned.
  • Travel as needed to support in-person events and meetings.
  • Other duties as assigned.

Qualifications

  • 2+ years of program and event planning experience required.
  • Bachelor’s degree (in a related field preferred).
  • Proficient in Microsoft Office Suite, Canva, Adobe Illustrator, QuickBooks, Smartsheet, and video conferencing tools.
  • Outstanding written and verbal communication skills
    • Creative writing skills is a must
    • Close attention to detail is a must
    • Professionalism and self-awareness at all times
  • Ability to manage multiple priorities and deadlines in a fast-paced environment.
  • Ability to adapt on changing priorities and tasks.
  • Self-motivated, professional, and adaptable.
  • Ability to work in a fast paced and innovative environment independently.
  • Must be able to travel as needed and attend conference and events in person.