Reports to: Vice President
Based in: Washington, DC

Role Summary:

Serves as the Council’s primary coordinator and executor of programming and events held in the USA and works closely with regional staff on events held in Southeast Asia. The ideal candidate will have 3 or more years experience in event planning and management producing high quality corporate events. S/he will independent worker, highly organized, detail oriented, energetic, mature and have the ability to interact diplomatically and professionally with all levels of hospitality industry, corporate management and government officials. Must enjoy working in a fast paced work environment and be able to manage multiple tasks at once. An undergraduate degree from an accredited university is required. Must have excellent verbal and written skills and be computer and internet literate. Knowledge of ASEAN or the countries of Southeast Asia is a plus.

 

 

Responsibilities:

 

• Manages Council programming and events schedule and is responsible coordinating and executing all MAJOR events in the US and region.

• Develops, prioritizes, and implements tactical project plans including but not limited to member programs, press events, diplomatic functions, logistical elements of Board of Directors meetings, Congressional outreach meetings, industry seminars/conferences, Ambassador tours, and trade/investment missions.

• Updates and maintains Council’s calendar of events in an accurate and timely manner.
• Manages Council relationships with hospitality industry primarily in the US but also in the region.

• Manages relationships with service vendors such as printers, travel agents, hotels, and other venues. Assists with regional programs as needed.

• Negotiates Council preferred rates with hotels, restaurants and airlines where applicable.

• Manages event and programming activities in Washington by reserving venues, negotiating rates, sending invitations, Coordinates pre-event registration and payment procedures, promotional advertising and mailings, and corporate sponsorship activities, accepts and monitors RSVPs, setting up venues, managing on-site staffing and registration and call-in information.

• Maintains the Council’s unique, high quality design and event presentation standard.
• Manages Council events in the US including annual UN General Assembly week in New York, Ambassador’s Tour and Trade Minister’s Road Show as appropriate as well as other major events as appropriate.
• Develops and executes event and program budgets with approval from CFO and senior management. Track budget expenditures and prepares logistical portion of after action reports on program results.
• Develops, updates and maintains Council invitation/ contact lists for major events in DC, San Francisco and New York. Works with regional teams in Southeast Asia to manage lists for the region.
• Provides logistical support and on-site implementation for all Council programs in the US, held in and outside Council offices.
  

 

Qualifications and Requirements:

 

• Bachelors Degree from an accredited university or college.
• At least 3 years of work experience in event management with experience and track record of managing major events with up to 500 attendees within budget .
• A portfolio of events which demonstrates your sense of style
• Must be proficient in Windows Office software including Word, Excel, Outlook and PowerPoint and Internet literate.
• Must be extremely organized and detailed oriented.
• Must be able to handle multiple events at once and work ahead of deadlines and see challenges before they become problems.
• Must be able to function in a fast-paced environment.
• Must be a team player and be a good motivator helping to keep team spirits high while under deadline pressure.

Interested? Send your cover letter and resume to: edugan@usasean.org.