Local recruitment: TWDB - 25-100: Events & Outreach Specialist (Information Specialist IV)

General Description

Performs advanced (senior-level) informational and communications work. Work involves planning and executing the biennial Water for Texas conference, which brings together hundreds of professionals from across the water industry. Attends external conferences to source topic and speaker ideas, networks with other water-industry professionals, and coordinates the agency’s involvement as an exhibitor at industry conferences to promote the agency’s programs. Assists with or leads coordination of other agency events and projects, as needed. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment. Reports to the Manager of the Strategic Communications Department.

Essential Job Functions

• Serves as the lead to plan and execute the agency’s biennial Water for Texas conference.
• Develops conference session topics, arranges speakers and panelists, manages the conference contract and budget.
• Coordinates with agency staff and Board members and manages timelines for promotional items and communications efforts.
• Serves as the primary liaison with the contracted event management team for Water for Texas.
• Oversees the contracted event management team, particularly in the areas of venue and vendor management, registration, sponsorships, and speaker coordination.
• Maintains conference planning timelines and adheres to checkpoints and deadlines throughout.
• Manages the Water for Texas website development and applies content updates to the site.
• Coordinates and leads internal and external meetings regarding the Water for Texas conference.
• Researches potential speakers, panelists, and water industry topics for Water for Texas.
• Helps boost interest and attendance in the Water for Texas conference through communications efforts.
• Coordinates and/or prepares written materials, creative materials, social media, and other communication for Water for Texas.
• Attends webinars, other virtual events, and in-person conferences to source speaker and topic ideas.
• Coordinates agency’s exhibit booth and staffing schedule for other conferences and staffs the exhibit.
• Manages inventory of agency promotional items and ensures printed materials are current.
• Identifies new ways to engage with audiences at conferences using feedback from previous conferences/events to continue to enhance customer experience.
• Builds relationships and networks with water-industry professionals during external events.
• Maintains a master calendar of external conferences; recommends new events to attend.
• Consults with and advises senior management and staff on any conference or event-related issues.
• Assists with or leads execution of other agency special events and projects, such as traveling Board meetings,  the TWDB Career Fair, and public hearings.
• Coordinates special event details, which may include venue scouting and selection, securing reservations and technology needs, collaborating with TWDB staff on potential project tours, and working with external partners to arrange tours and other Board activities.
• Facilitates and manages post-event debriefs.
• Manages the TWDB Outreach Committee by coordinating with various agency department representatives and oversees the internal calendar of outreach events.
• Assists with maintaining master hard copies and electronic copies of TWDB personnel information, policies, procedures, guidelines, checklists, forms, and reference materials.
• Assists with any special projects as assigned.
• Maintains confidential and sensitive information.
• Ensures individual and team files (electronic and hard versions) are appropriately maintained and timely disposed of in accordance with the agency’s records retention procedures and schedule.
• Maintains required certifications and licenses and meets the continuing education needs and requirements of the position to include attending mandatory training courses.
• May be required to operate a state or personal vehicle for business purposes.
• Performs other duties as assigned.

 Minimum Qualifications

• Graduation from an accredited four-year college or university with a bachelor’s degree in Business, Public Relations, Communications, Marketing, Hospitality Management, or a related field.
• Six years of relevant work experience in event/conference coordination or a closely related function.
• Education and experience may be substituted for each other on a year-for-year basis.

Preferred Qualifications

• Seven years of professional experience in event/conference coordination or a related position requiring similar job functions.
• Experience coordinating large-scale (500+ attendees) events or conferences.
• Experience coordinating events or conferences for a government or non-profit organization.
• Certification from an accredited event or meeting professional organization, such as the Society of Government Meeting Professionals or the Events Industry Council.

Knowledge, Skills, and Abilities (KSAs)

• Knowledge of local, state, and federal laws and regulations relevant Strategic Communications Department.
• Knowledge of the principles and practices of public administration.
• Knowledge of event and conference coordination.
• Knowledge of grammar, style, and usage guidelines.
• Skills in prioritization and time management.
• Skills in developing and managing timelines, schedules, and task lists.
• Skills in leading effective meetings, as well as preparing agendas and capturing detailed notes.
• Skills in using such Microsoft Office programs as Word, Excel, and PowerPoint.
• Skills in use of internet, email, word processing, spreadsheet, presentation, and database software.
• Exceptional skills in attention to detail and accuracy.
• Skills in oral and written communication.
• Skills in critical thinking and problem solving.
• Skill in coordinating, staffing, and setting up exhibit booths.
• Ability to meet agency in-office requirements.
• Ability to work with colleagues in varying departments and levels of leadership, including senior leadership and Board members.
• Ability to manage a vendor contract and maintain a positive, productive working relationship with vendor.
• Ability to demonstrate superior poise and judgment with both internal and external stakeholders.
• Ability to adhere to work schedules, follow procedures with respect to leave, and submit accurate timesheets by prescribed deadlines.
• Ability to manage multiple projects, some with hard deadlines and others with self-imposed deadlines.
• Ability to make mature, objective decisions and identify areas of potential problems.
• Ability to perform effectively and willingly when changes occur in scope and nature of the work and work environment.
• Ability to perform routine and non-routine work assignments accurately and on time with little or no supervision.
• Ability to perform assigned duties and improve work habits and/or output.
• Ability to complete assigned work on time, neatly, and with infrequent errors.
• Ability to interpret policies, procedures, and regulations.
• Ability to provide prompt, courteous, and accurate assistance and clear and concise communication to internal and external stakeholders both verbally and in writing.
• Ability to work and cooperate with others in a team environment.
• Ability to manage multiple tasks.
• Ability to stand/sit/move to perform activities, such as retrieve/replace files in a large file system for boxes up to 30 lbs.
• Ability and willingness to travel 25% of the time, primarily within the state of Texas.
• Ability to operate a vehicle (state or personal) for state business and maintain a driver’s license and driving record that complies with state and agency requirements.
• Ability to work shifts that may occasionally exceed 8 hours a day, including early mornings, nights, and weekends.
• Ability to train others.