The Event Coordinator is the primary logistics planner for the Member Summit, the Leaders Forums, other Member Communications-run events, virtual and in-person, and LYRASIS staff attending external conferences. The Event Coordinator works with the Member Communications team and key contacts in all LYRASIS divisions to plan, manage and organize in-person and virtual events, up to 6 per year, including registration, run of show, speaker contacts, external vendors, and agendas. The Event Coordinator also manages the annual conference calendar and coordinates LYRASIS presence at external conferences and supports the staff attending by assisting with registration, coordination and sponsorships.

Duties/Job Responsibilities:

• Create and manage annual conference calendar
• Support staff at external conferences by coordinating registration, materials and sponsorships
• Manage booth presence at national trade shows (up to 6/year)
• Coordinate speakers for LYRASIS events, in-person and virtual
• Research vendors and create proposals for in-person events, including catering, budgets and other event needs
• Manage and monitor LYRASIS conference materials and inventory via Phase3 portal and other
• Manage external vendors for trade shows, event management and shipping
• Negotiate with vendors to ensure best terms
• Manage all event operations including invitations, registration, venue preparation, tear down, assessment
• Do final checks (setup, technology, etc.) for day-of events
• Oversee events and troubleshoot as needed
• Maintain event budgets
• Maintain conference budgets
• Communicates with all internal stakeholders for conferences and events
• Provides miscellaneous support to MemComm team, including proofreading, social media posts, internal announcements and other duties as needed
• Works with the Marketing Strategist to plan LYRASIS events including the Member Summit

Skills and Qualifications:

• Strong interpersonal relationship skills, including managing multiple interests simultaneously
• Keen attention to detail
• Strong organization skills required
• Trade show exhibitor experience
• Demonstrated track record planning in-person and virtual events for up to 500 people
• Collegial communication style to ensure professional customer service
• Experience with high-paced environments balanced with long term goal-setting
• Mission-driven outlook
• Commitment to DEIA principles and inclusivity in all communications and output

Preferred Qualifications

• Bachelor's degree or equivalent
• 2 years' experience in an event/conference planning role

Physical Demands:

• Travel for LYRASIS and The Palace Project events, national conferences and professional development.

The position is part of a geographically and institutionally distributed team, and, as such, applications from candidates interested in telecommuting are welcome.

To Apply: All applications MUST be submitted with a cover letter for consideration

About Us:

LYRASIS is a 501 c 3 non-profit membership organization whose mission is to support enduring access to the world's shared academic, scientific and cultural heritage through leadership in open technologies, content services, digital solutions and collaboration with archives, libraries, museums and knowledge communities worldwide.

At LYRASIS, one of our core values is to provide an inclusive environment to all who are employed here. Therefore, the company is intentional in providing fair and equitable employment opportunities to all applicants, without regard to race, color, religion, sex, national origin, age, disability or genetics. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.