Headquaters Conferences Facilitator

Description

Coordinate and implement all individual conference logistics before, during, and after each event to insure the harmonious continuity of activities involving conferees, speakers, volunteers and staff, and our virtual audiences. Serve as the “face of the A.R.E.” in person and virtually by creating a professional and welcoming environment for conferees and by embodying the spiritual philosophy expressed in the Cayce readings. Ensure quality control of conferees’ total conference experience. Serve as a key participant on the Conferences Team, helping identify topics and speakers and strategize future programming. Supervise volunteers; recruit volunteers for conferences in cooperation with Volunteer Services. Works co-operatively with media services personnel during conferences; coordinates with Events Programming and Production Manager for hybrid events. Assists with moderating webinars and other online events as needed.

This is a On-Call Position 

Requirements

Responsibilities (include but are not limited to):

• Work cooperatively with Headquarters Conferences Facilitator On Call to ensure all conference hours are staffed, allowing for adequate pre-and post-conference preparation time. 
• Responsible for all conference logistics from the pre-conference meeting through completion of the event; responsible for the smooth flow of each event.
• Organize the services and responds to the needs of the following people before, during and after each event: speakers; the Events Director, Events Coordinator and Events Programming and Production Manager; the staff of the Bookstore, Front Desk, Media Services, Maintenance, Office of Philanthropy, and A.R.E.; the Wyndham hotel staff; the caterer, vendors, agents, and entertainers; volunteers and the Volunteer Coordinator.  
• Facilitate and perform duties as event host and emcee.  
• Collaborate with Events Programming and Production Manager for hybrid events to ensure orderly facilitation between the in-person/virtual audience and in-person/virtual speakers. Assist with moderating virtual events/webinars as needed.
• Provide a “Cayce context” whenever possible during conferences by making reference to the Cayce readings (diet, dreams, meditation, etc.), and other A.R.E. activities (tours, library, bookstore, café, etc.).
• Respond quickly and appropriately to unforeseen needs and problems.
• Create appropriate professional and welcoming atmosphere for each event.
• Responsible for the physical set up and preparation of the main and/or mini auditorium for events; responsible for restoring the rooms after each event with cooperation of Buildings and Grounds team.
• Purchase food/beverages to be served during conference breaks (if used); prepare food for same, directing volunteers and food handlers to ensure food is handled safely and hygienically. Ensure the cleanliness and maintenance of the kitchen, supplies and equipment inventory; recommend equipment replacement as needed.
• Arrange for catering services for Conferences special events and Congress picnic.
• Provide quality control oversight and work with Visitor Center employees in the Library, Bookstore and Front Desk Lobby to ensure seamless customer service awareness during conferences.  
• Work cooperatively and collaboratively with other departments and staff, including but not limited to Volunteer Services.
• Supervise the volunteer staff during conferences.
• Assist other areas with facilitating if needed/requested, such as special Marketing and/or Bookstore special events.
• Arrange for transportation for speakers as needed, round trip from airport or from hotel.
• Maintain complete records of program expenses incurred and submit expense report to Events Director. 
• Compose and send out post-conference thank you letters. 
• Assist with supporting departmental activities that impact conferences, particularly marketing efforts. 
• Provide feedback to Events Director with suggestions/recommendations regarding conferences policies and procedures.
• Update Facilitator Manual and Volunteer Duties checklists as needed.
• Other related duties, activities and responsibilities as needed.

Required Education and Experience:

• High School education or equivalent required; preferably Associate's degree in a behavioral or social science area required.
• Minimum two years’ experience in customer service required, medical office experience preferred. 
• Minimum two years’ experience working with personal computer systems (Windows XP, Firefox Mozilla & Microsoft Office) required.
• Minimum of two years’ experience with special events responsibilities or conference activities, and with public speaking to large groups; or
• An equivalent combination of education and experience.
• Required Knowledge, Skills and Abilities:
• Knowledge of philosophy and acceptance of the key principles in the Edgar Cayce readings, particularly the principles regarding health and healing, kindness, active patience and a service orientation is highly desirable.
• Must demonstrate the ability to exercise good, independent judgment in accord with the ideals, mission, and vision governing the work of the organization.
• Ability to treat all persons encountered as valuable customers’/community members and work effectively with a large number of people from diverse backgrounds and all walks of life.
• Excellent team participation skills required, in combination with strong skills intact, diplomacy, objectivity and problem solving, in addressing difficult situations.
• Excellent organizational, interpersonal and communication skills – verbal and written.
• Ability to provide a high level of service and establish priorities and objectives; focus attention to maintaining strong customer focus. 
• Strong leadership skills required; ability to work independently and effectively under minimum supervision.
• Excellent public speaking skills and public presence required.
• Excellent computer skills with proficiency in Word, Excel, and Outlook required.
• Experience with Zoom Webinar and Meeting platforms and similar virtual conferencing/meeting platforms required.
• Must demonstrate a high degree of enthusiasm and self-motivation, with ability to be flexible and demonstrate a good work ethic.
• Ability to work evenings, weekends and some holidays is required.
• A current valid driver’s license is required; must have reliable transportation for shopping, errands, and occasional transportation of speakers. 
• Excellent problem solving and analytical skills to quickly diagnose and resolve issues.
• Must have an even temperament and ability to handle several projects/deadlines simultaneously with attention to detail.
• High degree of emotional intelligence and maturity – demonstrating adaptability, engagement, and enthusiasm.
• A good sense of humor.

   Special Job or Training Demands:

• Must be willing and able to appear on camera for live-streamed events and virtual/hybrid programs.
• Must understand that weekly hours will vary widely depending on Conference scheduling. 
• Must be able to provide Division of Motor Vehicle (DMV) driving record for insurability purposes.
• Ability to work a flexible schedule including some evenings and weekends on occasion required On-call availability during all trip departures is required.

Scope and Impact of the position:

• The Conference Facilitator must have the knowledge and ability to provide a positive and professional image reflecting the philosophy of the key principles in the Edgar Cayce reading. 
• This position regularly interacts with the general public and with staff at all levels of the organization and is often seen as the “face of the A.R.E.”, which is especially important in making that first impression a positive experience for first-time conference visitors and guests. 

Physical Requirements:

Ability to perform physical activities, such as, but not limited to: moving tables, lifting equipment, food cases and other items weighing up to 50 lbs.

• Requires reliable transportation, ability to drive a motor vehicle to obtain supplies and occasionally transport conference speakers.
• On occasion, may need to walk on uneven ground and use staircases in historical buildings without an elevator.

Equal employment opportunity for all is an essential philosophy at the A.R.E. and throughout the organization, including Atlantic University, Edgar Cayce Foundation, Cayce/Reilly School of Massage, and the A.R.E. Health Center and Spa. We will evaluate all applicants for employment without regard to sex, race, religion, marital status, sexual orientation, age, national origin, color, veteran status, non-disqualifying disability, genetic information, or any other characteristic protected by law.