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Open Position: Webinar and Conference Logistics Coordinator

Job Summary

We are seeking a proactive and detail-oriented Webinar and Conference Logistics Coordinator to manage our webinars and execute the logistical aspects of our virtual workshops and in-person conferences.

At Eversole Associates, we lead large international scientific consortia dedicated to advancing agricultural research. The events we organize are the cornerstone of our activities, showcasing our professionalism within the scientific community. We are a small team committed to excellence and high quality in everything we do. We are looking for a candidate who shares these values and understands the importance of delivering polished and professionally executed events.

This fully remote position requires strong organizational skills and the ability to work autonomously with minimal oversight.

Key Responsibilities

Full Responsibility of Webinar Management:

- Collaborate with team members to identify potential speakers
- Invite and coordinate with speakers to gather information about their presentations, agree on scheduling, and conduct tech checks
- Set up registration and manage webinar platform
- Promote webinars through various channels (email, mailing list, social media, etc.)
- Participate in and oversee live webinar production, promptly addressing any technical issues, to ensure a seamless experience for all participants
- Execute post-webinar tasks, including follow-up communications, distributing recordings, and gathering feedback

Support for Virtual Workshop and In-Person Conference Logistics:

- Collaborate with event managers to understand requirements
- Virtual workshops: assist workshop producer in managing all logistical aspects
- In-person events: identify venues and vendors, negotiate contracts and manage vendor relationships, coordinate catering, hotel accommodations, and transportation based on event needs
- Ensure all logistical aspects comply with health and safety regulations

General Duties:

- Develop and manage logistics-related budgets
- Establish event timelines and meet deadlines
- Evaluate success of events and prepare reports
- Analyze feedback and performance data
- Continuously recommend and improve logistics processes and strategies

Qualifications

- Demonstrated experience in webinar management and event planning
- Detail-oriented and resourceful
- Organizational and multitasking skills
- Excellent written, oral, and intercultural communication skills
- Proficiency with webinar platforms (e.g., Zoom) and event management software
- Ability to work under pressure and meet tight deadlines
- Ability to work remotely, independently, and in an organized, efficient manner
- Availability to travel as needed

Location

Remote

Position Type & Expected Hours

This is a part-time contractual position (approximately 15h per week). Working days are Monday to Friday. Some events may require travel, evening and weekend hours.

Compensation

Compensation will be commensurate with experience and qualifications.

How to Apply

Please submit cover letter and CV to Lori Leach, leach@eversoleassociates.com

This position will remain open until filled.

About Eversole Associates

Eversole Associates (EA) is a full-service consulting firm that provides strategic visioning, guidance, project and program planning and implementation to research and development organizations, public and private agricultural and food industry entities, non-profit organizations, and governmental agencies. Our activities range from coordination of national and international scientific projects, contract research, strategic planning, and educational activities.

Examples of projects currently lead by EA are the International Wheat Genome Sequencing Consortium, the International Alliance for Phytobiomes Research, the Specialty Crop Regulatory Assistance and the U.S. Culture Collection Network.

Eversole Associates is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

	Home About Us Meet the Team Kellye Eversole Lori Leach Isabelle Caugant Dusti Gallagher Elizabeth Hood Ann Lichens-Park Robert A. Mustell Angela Records Join the Team Services Major Projects Animal and Plant Health Inspection Service International Wheat Genome Sequencing Consortium Phytobiomes Alliance Specialty Crop Regulatory Assistance Service Activities American Association for the Advancement of Science - GIST Tech-I American Association for the Advancement of Science - Science and Technology Fellows IE-SCS Animal and Plant Health Inspection Service Specialty Crop Regulatory Assistance Women in Genomics Publications Journal Articles Book Chapters Proceedings, Conference Papers, & Other Articles Contact Us About Us \| Join the Team Open Position: Webinar and Conference Logistics Coordinator Job Summary We are seeking a proactive and detail-oriented Webinar and Conference Logistics Coordinator to manage our webinars and execute the logistical aspects of our virtual workshops and in-person conferences. At Eversole Associates, we lead large international scientific consortia dedicated to advancing agricultural research. The events we organize are the cornerstone of our activities, showcasing our professionalism within the scientific community. We are a small team committed to excellence and high quality in everything we do. We are looking for a candidate who shares these values and understands the importance of delivering polished and professionally executed events. This fully remote position requires strong organizational skills and the ability to work autonomously with minimal oversight. Key Responsibilities Full Responsibility of Webinar Management: - Collaborate with team members to identify potential speakers - Invite and coordinate with speakers to gather information about their presentations, agree on scheduling, and conduct tech checks - Set up registration and manage webinar platform - Promote webinars through various channels (email, mailing list, social media, etc.) - Participate in and oversee live webinar production, promptly addressing any technical issues, to ensure a seamless experience for all participants - Execute post-webinar tasks, including follow-up communications, distributing recordings, and gathering feedback Support for Virtual Workshop and In-Person Conference Logistics: - Collaborate with event managers to understand requirements - Virtual workshops: assist workshop producer in managing all logistical aspects - In-person events: identify venues and vendors, negotiate contracts and manage vendor relationships, coordinate catering, hotel accommodations, and transportation based on event needs - Ensure all logistical aspects comply with health and safety regulations General Duties: - Develop and manage logistics-related budgets - Establish event timelines and meet deadlines - Evaluate success of events and prepare reports - Analyze feedback and performance data - Continuously recommend and improve logistics processes and strategies Qualifications - Demonstrated experience in webinar management and event planning - Detail-oriented and resourceful - Organizational and multitasking skills - Excellent written, oral, and intercultural communication skills - Proficiency with webinar platforms (e.g., Zoom) and event management software - Ability to work under pressure and meet tight deadlines - Ability to work remotely, independently, and in an organized, efficient manner - Availability to travel as needed Location Remote Position Type & Expected Hours This is a part-time contractual position (approximately 15h per week). Working days are Monday to Friday. Some events may require travel, evening and weekend hours. Compensation Compensation will be commensurate with experience and qualifications. How to Apply Please submit cover letter and CV to Lori Leach, leach@eversoleassociates.com This position will remain open until filled. About Eversole Associates Eversole Associates (EA) is a full-service consulting firm that provides strategic visioning, guidance, project and program planning and implementation to research and development organizations, public and private agricultural and food industry entities, non-profit organizations, and governmental agencies. Our activities range from coordination of national and international scientific projects, contract research, strategic planning, and educational activities. Examples of projects currently lead by EA are the International Wheat Genome Sequencing Consortium, the International Alliance for Phytobiomes Research, the Specialty Crop Regulatory Assistance and the U.S. Culture Collection Network. Eversole Associates is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.