Job Description

Job Description

Job Description

The Virginia Education Association (VEA) is seeking applicants for the position of Event Planner / HR Coordinator. VEA is the largest union of teachers and school support professionals in the Commonwealth, working for the betterment of public education for every student. It is the state affiliate of the National Education Association, with more than 3.2 million members.

This is a full-time Event Planner & Human Resources Coordinator position in the VEA Department of Human Resources, reporting directly to the Director of Human Resources. This hybrid role combines event management and human resources responsibilities, requiring excellent organizational, negotiation, and administrative skills. The position oversees and executes offsite events while providing crucial support to the HR department in recruiting, onboarding, and benefits administration.

Minimum Qualifications:

• Proven experience planning and coordinating meetings and conferences for up to 600 attendees on a regular basis.
• Ability to negotiate contracts with event vendors and implement agreements effectively.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint) and virtual meeting platforms like Zoom and Microsoft Teams.
• Experience with event registration systems (e.g., Cvent).
• Strong attention to detail and exceptional organizational skills.
• Team-oriented with strong written and interpersonal communication skills.
• Ability to manage tasks independently and handle multiple priorities with minimal supervision.
• College degree in Event Management, Hospitality, Business Administration or related field preferred, or equivalent experience.
• Experience supporting HR processes such as recruitment, benefits management, and employee onboarding is a plus.

Event Planner Responsibilities:

• Manage full-cycle event planning , including venue selection, vendor negotiation, catering, audio-visual needs, and accommodation arrangements for attendees.
• Prepare, issue, and evaluate RFPs from event locations and vendors.
• Monitor and track event budgets , ensuring adherence to spending limits and processing vendor invoices.
• Oversee the entire event registration process, utilizing event registration systems like Cvent or online platforms.
• Work with the Director to analyze contracts , present recommendations, and finalize contracts.
• Facilitate post-event feedback sessions with stakeholders and adjust future events accordingly.
• Maintain and respond to event inquiries.
• Lead all aspects of the VEA Annual Convention, managing event logistics, coordinating staff schedules, and ensuring successful execution.
• Oversee district and special interest caucuses, including room setup and catering services.
• Conduct regular planning meetings with staff and stakeholders to review event progress and logistics.
• Maintain and update the convention website as needed.
• Coordinate and manage virtual pre-convention meetings and delegate materials.
• Collaborate with the VEA Elections Committee to facilitate the coordination of local, state, and district elections .
• Coordinate all logistics for the Virginia delegation attending the NEA Representative Assembly.
• Ensure timely submission of delegate and successor forms to the NEA and manage changes in the NEA360 system.
• Serve as liaison to the NEA Planning Committee and co-state coordinator, ensuring smooth participation in the convention.
• Travel to and assist with VEA and NEA functions when needed.

Human Resources Responsibilities

• Oversee the recruitment process for vacant positions, including job postings, resume reviews, conducting phone screenings, and organizing in-person interviews.
• Facilitate onboarding and conduct exit interviews.
• Manage benefit enrollment for new hires and open enrollment for all employees.
• Assist the Director with drafting correspondence and other HR administrative tasks as needed.
• Other administrative duties assigned by the Director.

General Information

• Some travel within the state for event preparation and coordination; annual out-of-state travel for the NEA convention.
• Ability to maintain a valid driver’s license is required.
• Must be able to lift and move materials related to conference planning (typically 20-30 lbs).
• Night and weekend work required based on event schedules.

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