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Conference Coordinator

Who we are:
NAPHN is a membership-based non-profit, striving to transform the built environment, using the metrics, tools and protocols developed by the Passive House Institute. We support this work on the built environment as a critical part of a larger effort to combat global warming. Our work focuses on the inflection point between policy and implementation, as we believe our training programs and conference activities are critical drivers of industry change.

About the conference:
NAPHN20 is our annual 2-day Passive House conference which draws participants from across North America and around the world.

North American Passive House Network (NAPHN) is seeking a part-time – Conference Coordinator to manage all elements of our annual conference, with specified assistance from designated committees. The job will require a minimum of 15 hours per week to start and will increase as needed to fulfill duties. 

Job Description:

General management of the annual conference in June 2020, with the following tasks:

  • General: To coordinate all aspects of the implementation of the conference including pre-planning, venue organization and preparations, event monitoring on site, and any event follow-up.  Specific pieces include but are not limited to coordination of program planning, supervising catering, communicating with suppliers and presenters, and ensuring that event sponsors and delegates are having their objectives met.
  • Administrative: Respond to all emails and phone calls pertaining to the conference in a timely manner. Conduct and lead bi-weekly and then weekly call with committee leads. Overall coordination of the conference, specific tasks to be outlined. Use Trello and G-drive to organize team and set tasks.
  • Venue: Manage all logistics, contracts, AV, catering and security requirements associated with the use of the designated venue. Venue has already been chosen.
  • Sponsorship & Exhibitors: Confirm and coordinate the participation of sponsors and exhibitors. Track the progress of communication with interested parties on a centralized spreadsheet, and provide updates to the core team on status of sponsorship/exhibiting. Ensure that publicity media such as sponsor/exhibitor logo and company descriptions are collected and posted on the conference website.
  • Programming: Confirm and coordinate with the programming committee to manage speakers, confirmations, scheduling and follow up.
  • Publicity: Assess marketing and promotion of the event using the NAPHN media outlets, newsletter, social media platforms and website. Coordinate graphic design with NAPHN’s established contractors and engage with BOD and members to assist with this task. Create and send promotional newsletters via MailChimp.
  • Continuing Education Credits: Responsible for managing and submitting all AIA and PHI credits prior to the conference and after for participants. Portal can be taught if not familiar with the platform.
  • Day of Event Management: Manage and coordinate event hosting duties and registration utilizing the NAPHN volunteer network. In person attendance is necessary. 
  • Post-event Resource Archiving and Promotion: Follow up with recap and review of conference. Post event materials, papers, presentations and photos to various sites to build the resource base for NAPHN members. 
  • Future (possible) Duties:  This position has the potential to expand to include management of regional chapters, regional events, or input and management of our expanding communications strategy. This includes outreach via web and social media tools, and extends to strategic campaigns supporting current and future training and professional support programs. 

Qualifications:

  • Previous conference management experience is required, including familiarity with event website and registration software packages.
  • Marketing and communications background preferred with established media and press contacts highly valued.
  • Basic familiarity with the international Passive House standard and the design, construction and policymaker communities and building industry groups is key. 
  • Must possess strong communication, problem-solving and interpersonal skills, plus have the ability to handle multiple projects, prioritize and work independently. .
  • Stellar organizational skills with functional knowledge of Google-Drive, Mailchimp, Trello, C-Vent, and other related platforms.
  • BA/BS degree in Communications or equivalent training or experience preferred.

The primary hub and location of this year’s conference is New York City. On site venue visits will be required, candidate must be located in or near New York City.
The position starts as part time, as conference nears, hours needed will increase.
Compensation commensurate with experience.

Application Info:
Please send resume and cover letter in PDF format only to: info@naphnetwork.org.
We will confirm the receipt of all applications submitted. Applications shall be reviewed until the post is filled. Requests for interviews shall be issued by email.