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Small Meetings and Grant Coordinator

Tree Care Industry Association

The TCIA develops safety and education programs, standards of tree care practice and management information for tree and landscape firms around the world. We provide continuing education, training, conferences and publications to promote the safe and appropriate practice of tree care. TCIA helps member companies by:
• Educating consumers about the proper care of trees
• Advancing professionalism in the tree care industry
• Improving business practices in the tree care industry
• Training employees in safe work practices
• Educating policy makers on regulatory and legislative affairs

Want to be part of our growing organization?

Title:  Small Meetings and Grant Coordinator

Position Reports to: Director of Meetings and Director of Development & Special Programs
Position type:  Full-time

Skills needed to complete the job:

  • 3-5 years of meeting planning experience; tradeshow experience is a plus.
  • Familiarity with database and event management software, such as iMIS and familiarity (or ability to learn quickly) with grants management software, such as WizeHive.
  • Strong work ethic, focus on attaining goals and deliverables.
  • Strong communications skills.
  • Strong organizational skills.
  • Strong project management skills; ability to work independently yet part of a team
  • Positive attitude and high energy
  • Ability to be flexible and manage multiple projects (in multiple departments, reporting to various managers), while keeping them moving forward simultaneously.
  • Must be able to travel for annual exposition and other shows (roughly 10% of total time within a year).

Job responsibilities:

This full-time role is equally divided between the Meetings and Development departments.

In Meetings, this role is responsible for coordinating logistics for 30-40 small meetings per year with an emphasis on managing our grant workshops, as well as staff meetings and ROC meetings. This role will handle site selection, hotel negotiation, contract terms, registration, food and beverage, speaker contracts and travel arrangements and accounting closeout. This role also provides support for our annual TCI EXPO Tradeshow and Conference and Winter Management Conference as needed.

As a member of the Development team, this role is responsible for managing two Arborist Safety Training Institute (ASTI) grant cycles each year that fund safety training workshops. This role provides workshop support for grant recipients, as well as compiling data, preparing reports and organizing meetings for the grant committee.

Both roles require assistance in reviewing and updating marketing collateral and meeting information on the TCIA website, training calendar and publications. 

Note:  TCIA is a team-orientated company.  Employees in any position will be expected to perform any duty required to advance the mission of the association, regardless of whether the duty is listed in any specific job description.

Specific tasks include:

  • Coordinate with TCIA marketing and publications departments so all workshop details are complete for promotion. Assist in uploading workshop information to the database/website, and review all workshop marketing materials for accuracy.
  • Coordinate with TCIA operations department so that all materials for all workshops materials and paperwork (workbooks, rosters, CEU forms) are properly disseminated and tracked. 
  • Work with TCIA Regional Coordinators to place workshops in their regions.
  • Assist in the development and implementation of department actions plans, as related to workshops.
  • Keep extremely detailed records of monthly grant expenditures via an excel document and provide to TCIA finance department to ensure all workshop financial reports are complete and accurate.
  • Manage all Development grant-funded workshop coordination. Logistics include:
    • Provide support to applicants and to grantees, regarding information on the grant process, planning workshops, etc.
    • Coordinate with ASTI Grants Committee on conference calls, grant materials, program development, etc.
    • Keep extremely detailed records of grant and workshop information, via an Excel spreadsheet and online grants management platform.
  • Manage all meeting planning logistics for grant-funded workshops and as assigned by Director of Meetings, for a variety of small meetings. Logistics include:
    • Locate and contract with suitable locations (often time for free or very low cost) for meeting space, hotel blocks, AV, food and beverage. Ability to source variety of locations such as city parks, tree care company headquarters, botanical gardens. etc.
    • Coordinate with speakers to ensure travel, accommodations, educational materials etc.
    • Create event registration for all workshops in TCIA database (iMIS) 
    • Be an integral part of on-site conferences, such as TCI EXPO.
How to Apply:

Send resume and cover letter including salary requirements to


Job Location:


Date Added: September 8, 2017

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