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Communications and Event Coordinator

The North Carolina Psychiatric Association is a professional medical organization that represents nearly 1,000 psychiatrists statewide; it is the district branch of the American Psychiatric Association. NCPA’s mission is to promote the highest quality care for North Carolina residents with mental illness, including substance use disorders; advance and represent the profession of psychiatry and medicine in North Carolina; and serve the professional needs of its membership.

We are seeking an organized, detail-oriented, and tech-savvy professional to serve in full-time communications and event coordinator position. This person will also play a critical role in the coordination and oversight of the association’s day-to-day operations. The successful candidate must be process-oriented, proactive, eager to learn new skills, and able to thrive in a small office environment.

Office hours are Monday-Thursday from 8:30 to 5:00 and Friday from 8:30 to noon, with some evening and weekend meetings. This position offers the flexibility of remote work, with the option to work in our Raleigh office.

Duties Include:

Serve as primary meeting and event coordinator, including annual conference with 250+ attendees

  • Manage all planning and day-of logistics for virtual and in-person meetings/events, including but not limited to: working closely with program committee to develop full scientific and social program schedule; coordinating speaker/vendor contracts and processes; overseeing audio-visual set-up and requirements; researching and implementing strategies to optimize attendee experience and engagement; developing and implementing day-of processes and timelines; completing post-meeting evaluations and reports; and overseeing vendor contracts for food & beverage, meeting spaces, room blocks, etc.
  • Create and coordinate all marketing and communications with attendees, speakers, VIPs, exhibitors, hotels, and other vendors
  • Develop marketing materials for events, including registration program, email marketing, onsite signage, and more
  • For applicable events, complete the Continuing Medical Education (CME) accreditation process and assist attendees with the certification process
  • Maintain functionality of attendee registration processing
  • Act as a main point of contact for all meeting-related inquiries

Serve as primary communications coordinator for the association

  • Write, edit, and design (using Adobe InDesign) layout for quarterly print newsletter, as well as twice-monthly electronic newsletter
  • Write, publish, and design content for website, including design layout and navigation to ensure that new and consistent information (links, events, news) is posted regularly
  • Write and create interesting and engaging social media content 
  • Coordinate media releases and public relations
  • Assist with writing and editing applications for awards, grants, etc. to support association and members

Provide administrative support for Executive Director and Staff

  • Answer office phone to assist both association members and the general public
  • Assist with writing and editing applications for awards, grants, etc. to support association and members
  • Other duties as assigned

Desired Skills and Experience:

  • College degree in marketing, communications, business, or other related field strongly preferred
  • 2 years related experience preferred
  • Experience with Association Membership Software (i.e., MemberClicks) preferred, but not required – comfort with learning and self-teaching how to use these web-based systems is a priority
  • Ability to manage multiple tasks, set priorities, and meet deadlines
  • Excellent organization and time management skills
  • Excellent communication skills (verbal and written)
  • Possess problem-solving skills and proven resourcefulness; capable of providing a high degree of customer service
  • Superb attention to detail including maintaining detailed records of procedures and actions
  • Minimal travel required

How to Apply:

Applications will be reviewed on a rolling basis. Our process is designed to assess not only experience and skill sets, but also alignment with the organization and what it takes to be successful in this position.

Interested candidates should email a resume and cover letter to [email protected]. In your cover letter, please tell us why you are interested in the position and what draws you to this role.