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. Work will begin remotely, with flexibility to work in a downtown Raleigh office setting starting later this year.

Duties Include:

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

  • Manage all budgeting, 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
    • For virtual events, this also includes overseeing the virtual event web platform from set-up/design through day-of management
    • For in-person events, this also includes 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 vendor.
  • 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 (Facebook, Twitter, and Instagram)
  • Develop marketing materials for events, including registration program, email marketing, onsite signage, and more
  • Coordinate media releases and public relations
  • Attend association committee meetings (some evenings and weekends) and take minutes as directed

Provide administrative support for Executive Director and Staff

  • Answer office phone to assist both association members and the general public
  • Coordinate and scheduling meetings and travel
  • 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
  • Excellent computer skills, including proficiency with internet research, and advanced knowledge with Microsoft Office Suite (strong Word and Excel skills required) and Adobe Creative Suite (Photoshop, InDesign, Illustrator)
  • Experience with Association Membership Software (i.e., MemberClicks) and/or Virtual Meeting Platforms (PheedLoop) 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

Send resume with a cover letter and references to [email protected]. Will consider full-time or shared part-time candidates.