Conventions & Meetings Senior Manager
American Urological Association
Linthicum, MD

The American Urological Association is the premier association for the advancement of urologic patient care.  We are actively recruiting a Conventions & Meetings Sr. Manager.

Responsibilities include: Overseeing the overall logistics and program management for AUA’s Annual Meeting; hotel contract negotiations; convention & hotel meeting space assignments; managing the Conventions & Meetings/Customer Service Managers; Serving as main contact with key convention center services; participating in the AUA Annual Meeting strategic planning meetings and committee meetings; planning pre-convention and post-convention meetings inclusive of site meetings.

AUA offers a rich total compensation including competitive salary, medical dental and prescription plans, two defined contribution plans, flexible work schedules, on-site fitness center and many more exciting benefits.

Make a decision to join our outstanding team at the American Urological Association – fax a resume and cover letter indicating salary requirements to Randi Cremmins, Human Resources Manager 410-689-3830, or by email to hr@auanet.org.

The successful candidate will have:

  • Bachelor’s degree required
  • CMP preferred
  • Proven supervisory and leadership skills and experience (5 years)
  • 5-7 years’ experience in convention industry
  • Demonstrated negotiation skills
  • Must have excellent organizational skills, attention to detail and excellent written, verbal and interpersonal communication skills
  • Intermediate level MS Word, Excel and Power Point
  • Able to travel 8-10 times per year
  • Must be flexible and customer focused
  • Ability to move quickly between facilities to resolve issues while on-site at meeting and conventions

About American Urological Association

About the American Urological Association: Founded in 1902 and headquartered near Baltimore, Maryland, the American Urological Association is a leading advocate for the specialty of urology, and has more than 22,000 members throughout the world. The AUA is a premier urologic association, providing invaluable support to the urologic community as it pursues its mission of fostering the highest standards of urologic care through education, research and the formulation of health policy.

Event Coordinator
NACAS
Charlottesville, VA

Overview

The Event Coordinator will support the timely and high quality execution of our association’s live events portfolio. This position maintains integrity of registration data, quality assurance audits, administers the retrieving and archiving of all records, and is the primary contact for all customer service questions related to registration and payments for all association events. The Event Coordinator supports and reports directly to the Director of Conference & Events.

Responsibilities

  • Serves as the primary registrar and data specialist for all conference, regional events, professional development and leadership events, and CCBO events through data input, weekly reporting, and processing payments & refunds.
  • Assists the Director of Conference & Events with key operational duties related to all conferences, regional events, professional development and leadership events, and CCBO events to include housing, travel, and overall event logistics.
  • Provides support to the Director of Administration by creating registration forms and building registration pages for all events.
  • Provides support to the Director of Business Development with exhibitor communication, processing booth sales, and reporting for both the NACAS and CCBO annual conferences.
  • Provides support to the annual conference committee, to include, but not limited to; agenda creation, recording meeting minutes, manage of Adobe and NACAS Lounge.
  • Manages all internal customer registration, including staff, vendors, speakers and VIPs.
  • Prepare and send onsite materials; including forms, supplies, pre-printed badges (when applicable), and manages onsite registration at the NACAS annual conference.
  • Support team on fulfillment of events and reports, and ensure that registration activities meet program expectations.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, and experience required or preferred. This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

Knowledge and Skill Requirements

  • Bachelor’s degree and one to three years (1-3) of related work experience required.
  • Ability to use Microsoft Office.
  • Experience working with database management and reporting programs.
  • Works efficiently as a member of a team.
  • An aptitude for technology, demonstrating the ability to learn new technologies quickly and independently.
  • Coordinates several tasks from multiple stakeholders, anticipate needs, determine priorities and meet deadlines.
  • Demonstrate problem solving skills with the ability to act while exhibiting judgment and understanding of issues.
  • Has strong organizational skills, is detail oriented and energetic.
  • Has excellent strong oral and written communication skills to interact effectively with members and customers outside and inside the association.
  • Work requires travel and a flexible schedule to support the all association events.

Salary Range: $35,000-40,000

About NACAS

Founded in 1969 as the National Association of College Auxiliary Services, NACAS is a professional trade association that supports the non-academic segment of higher education responsible for generating business through a diverse array of campus services that students need and value – such as food services, bookstores, housing, and transportation. As the leading organization supporting all campus services, NACAS is the community-of-choice for strategic leaders who advance campus environments to improve the quality of life for students.

Director, Meeting Services
The Optical Society
Washington, DC

The Optical Society (OSA) is recruiting for a Director, Meeting Services. The Director, Meeting Services is responsible for supervising meetings services – registration, A/V, housing, and meetings abstract management system for three large annual conference(s), and multiple smaller meetings and events annually; and manages one staff person and multiple vendors to deliver these services. Position also works with volunteer organizers and co-location partners to develop and execute non-conference programming for show floor theaters at OSA’s two largest tradeshows; and acts as liaison for several Meetings related committees.

Responsibilities Include:

Staff and Vendor Management

  • Management of OSA Registration Manager position
  • Ensures effective collaboration with meeting managers, volunteers, exhibit operations & sales, marketing, governance entities, etc.
  • Works with Registration Manager to contract, train and effectively manage on-site registration staff for OSA’s largest events
  • Identifies and allocates staff and vendor resources appropriately based on workload, skill sets and organizational needs. Monitors and manages staff and vendor efficiency.
  • Oversees, evaluates, and improves registration, housing and abstract management processes. Ensures project deadlines and production schedules are met and appropriate.
  • Contracts and manages registration, housing and paper process vendors and conducts new RFPs regularly for each of these services.
  • Works with meeting managers to ensure smooth flow from pre-registration processes to on-site registration processes.
  • Responsible for ensuring timely registration back-end and website page launches that meet pre-established deadlines for meeting registration opening dates.

Financial Responsibilities

  • In collaboration with other meetings staff, submits suggested registration revenue and related expenses for new budgets and estimates throughout each year.
  • Ensures Director of Data Reporting and Business Planning has registration information needed for accurate day to day and annual reporting functions
  • Ensures the accuracy and timeliness of expense processing.

Program Development

  • Oversees volunteer and partner management and engagement for OFC and CLEO show floor programs (non-conference programs)
  • Conducts program planning and execution with assistance from volunteers
  • Provides regular speaker and session-related updates to Marketing and Sales teams for promotion
  • Directly posts speaker and program detail updates to OFC and CLEO websites as changes and updates occur
  • Ensures accurate analysis of show floor programs popularity and attendance for strategic planning in future years
  • Invites and facilitates participation of new program partners at the request of OSA Sr. team and/or OFC Long Range Planning Committee or CLEO Joint Council on Applications

Community Engagement

  • Acts as administrative Liaison for several OSA Meetings Related Committees including Meetings Council, and other meetings governance committees as needed and able.
  • Works with Industry Relations Dept. Head and Sr. Director of Program Development and Community Engagement to ensure timeliness and effectiveness of committee meetings.
  • Takes and distributes minutes, schedules future meetings using doodle polls, and communicates on a regular basis with committee Chairs and members to ensure best possible attendance and engagement at live meetings and conference calls
  • Keeps track of action items from each committee and works with colleagues and Sr. Meetings team to complete AIs in a timely manner
  • Ensures all rosters are accurate and updated in NetForum and in/on other related databases and documents.
  • Works with Sr. Director of Governance on Board and governance projects related to assigned committees.

Education & Experience Requirements

  • Four-year Undergrad College Degree Required
  • Experience in a Management Position
  • Proven Experience managing Registration, Housing and A/V vendors and vendor contracting
  • Experience working with volunteer committees preferred
  • International work and/or travel experience preferred
  • CMP Designation Preferred

Skillset Requirements

  • Ability to meet deadlines in a fast-paced working environment while coordinating details and working independently.
  • Excellent oral and written communication skills required.
  • Strong computer skills with demonstrable knowledge of current industry technologies and trends.
  • Advanced skills with Microsoft Office programs including Excel, Outlook and PowerPoint preferred
  • Ability to travel.

Located in the Dupont Circle neighborhood of Washington, DC, OSA offers a competitive salary and excellent benefits. Please send your resume and cover letter with salary requirements to resumes@osa.org.

About The Optical Society

The Optical Society’s (OSA) mission is to promote the generation, application and archiving of knowledge in optics and photonics and to disseminate this knowledge worldwide. The purposes of the Society are scientific, technical and educational. OSA’s commitment to excellence and long-term learning is the driving force behind all its initiatives. Since 1916, OSA has been the world’s leading champion for optics and photonics, uniting and educating scientists, engineers, educators, technicians and business leaders worldwide to foster and promote technical and professional development. Through publications, events and services, the Optical Society is helping to advance the science of light by addressing the ongoing need for shared knowledge and innovation. OSA was founded more than 90 years ago as The Optical Society of America and has evolved into a global enterprise serving a worldwide constituency. In recognition of its global reach and focus, since 2008 the Society has been known as OSA – The Optical Society.

Co-Director of Events, Membership & Research
Cyber, Space, & Intelligence Association/Space Transportation Association/Strategic Forces Assn.
McLean, VA

The President of three trade associations in Northern Virginia is looking to recruit a bright, energetic, personable Co-Director of Events, Membership & Research to help manage operations and build the program and membership for the associations.  The associations are highly regarded by NASA, the Intelligence Community, DOD, Congress, the private sector and beyond.

Responsibilities include:

Event management:

  • Manage organization of both classified and unclassified meetings
  • Create invitations, send them out, and track responses
  • Manage all aspects of “day of event” tasks
  • Attend Washington, DC events relating to cyber, space, and intelligence as a representative of both trade associations
  • Network effectively with participants at all events

Membership development:

  • Develop professional relationships with members and prospective members
  • Contribute to membership recruiting and retention strategy
  • Support invoicing activities

Administrative:

  • Managing Outlook contact database
  • Work directly with President on upkeep of event planning, membership, and daily logistics tracker
  • Organize and plan travel schedule both domestic and abroad
  • Help manage and maintain personal and work schedules

Research:

  • Working with the President to accomplish research in a variety of high tech fields
  • Track relevant legislation and policy

Other Duties:

  • Support for real estate investments and other new starts

The three associations operate out of a modern, high tech home office located in Northern Virginia.

Normal business hours are 8:30am-5:00pm.  Availability to support evening events about three or four times a month between the hours of 9am-5pm required.

Salary commensurate with experience.

Start date in early July.

Interested candidates should forward their resume and cover letter to recruit@cyberspaceintel.org.

Qualifications:

  • Prior experience with Customer Relationship Management tools is preferable
  • Prior experience in a dynamic, fast paced, work environment
  • Bachelor’s degree
  • Must be a US citizen
  • Proficiency in Microsoft Office
  • Superb time management skills – the ability to juggle many tasks at once
  • Attention to detail
  • Adaptability
  • Ability to learn standard operating procedures quickly and seamlessly integrate into daily responsibilities
  • Strong communication and writing skills
  • Great sense of humor
  • Entrepreneurial spirit
  • Applicants should be able to work well both independently and under guidance.

About Cyber, Space, & Intelligence Association/Space Transportation Association/Strategic Forces Assn.

Three non-profit niche trade associations specializing in cyber, space, & intelligence, space transportation, and strategic forces.

Meetings Associate
American Dental Education Association
Washington, DC

The American Dental Education Association (ADEA) is The Voice of Dental Education. Its members include all 76 U.S. and Canadian dental schools, over 800 allied and advanced dental education programs, 66 corporations and more than 20,000 individuals.

The mission of ADEA is to lead institutions and individuals in the dental education community to address contemporary issues influencing education, research and the delivery of oral health care for the overall health and safety of the public.

ADEA’s activities encompass a wide range of research, advocacy, faculty development, meetings and communications, including the esteemed Journal of Dental Education, as well as the dental school admissions services ADEA AADSAS, ADEA PASS, ADEA DHCAS and ADEA CAAPID.

ADEA is seeking to add an experienced Meetings, Conferences and Educational Technology Associate to its team of high-performing professionals.

Position Summary

This position serves as the administrative support for the Senior Vice President, Meetings, Conferences and Educational Technology (MCET) and supports the Division of MCET through administrative and project related responsibilities. MCET is responsible for the planning and delivery of the ADEA Annual Session & Exhibition and meetings and conferences for ADEA’s members. The Meetings, Conferences and Educational Technology Associate provides critical support to the SVP for MCET and other MCET staff in carrying out projects and initiatives.

Primary Responsibilities

  • Provide critical administrative support to the SVP for MCET:
    • Provide support to the SVP for MCET as it relates to duties as the liaison to the Annual Session Program Committee (ASPC).
    • Coordinate logistics for assigned meetings of 20 people or fewer. This includes the ASPC July, October and March meetings. Responsibilities to include, but not limited to, scheduling conference calls, negotiating hotel contracts and catering, processing invoices, researching and contracting restaurant contracts, assembling abstract review books, maintaining committee’s historical data, coordinating post-meeting follow-up involving the SVP for MCET and various staff. Take minutes during 6-10 meetings per year and write well-conceived and thorough minutes for approval by the committee.
    • Keep abreast of all association wide policies and maintain department procedures manual.
    • Assist with special projects as requested.
  • Provide project support to the Meetings, Conferences and Educational Technology team:
    • Assist with webinar, pre-meeting preparation, onsite logistics, registration, abstract management submission and review processes for the ADEA Annual Session & Exhibition.
    • Perform Annual Session related projects to include, but are not limited to: issuing and tracking RSVPs for the Invited Guest Associations’ Breakfast and the ADEA Board Chair’s Reception; research and hire temporary staffing company; develop and manage staffing work assignments (to include session monitors); and support the administration of the Exhibitor Survey.
    • Coordinate the planning, set-up and daily operation and break down of the staff office during the ADEA Annual Session & Exhibition.
    • Coordinate the preparation and production of meeting materials (e.g. meeting agendas, program guides, floor plans, frequently asked questions, participant handouts, committee reports, and speaker presentations).
    • Provide back-up registration support, when needed to Registration Manager (e.g. running registration reports, production of registration badges and meeting materials, and assist with registration reconciliation).
    • Maintain the calendar of major ADEA meetings and the major meetings and conferences of ADEA’s sister organizations.
    • Serve as initial point of contact for the department on general meeting-related inquiries from ADEA members.
  • Serve as the central financial services and administrative hub for MCET:
    • Using well-developed Excel skills, annually update custom meeting budget spreadsheets, including updating formulas as needed, in preparation for annual budgets.
    • Coordinate staff time allocations.
    • Schedule office meetings and conference calls.
    • Route and track contracts and payment requests to the Division of Finance and Operations for processing.
    • Coordinate accounting tasks to include: processing travel expense reimbursements for volunteer leaders and the SVP for MCET, credit card statement reconciliation and facilitate the payment of invoices.
    • Understand division operations to ensure effective administration, identify problems and offer solutions. Identify, update and document procedures and best practices for the division.
    • Demonstrate professional maturity and possess the capability to make correct assessments of priorities and to take the necessary action in the absence of the SVP for MCET to either resolve issues or refer them to appropriate available staff. Maintain confidentiality in matters as required; maintain composure in a fast-paced environment; produce quality work under tight timeframes; and project a professional image through in-person and phone interaction.

 Qualifications Required

  • A bachelor’s degree is strongly preferred, but relevant work experience, including a minimum of three years in a similar position, may substitute for a degree.
  • Strong knowledge of the full suite of Microsoft Office software. Advanced Excel skills preferred. Experience with association management and event management software is preferred. Graphic design experience, while not required, would be helpful.
  • The work requires continual attention to detail in composing, editing and proofing materials, establishing priorities and meeting deadlines. Superior writing skills, excellent judgment, exceptional organizational skills, a detail-oriented approach to work and professional discretion with information is required.
  • Demonstrated tact and diplomacy skills with to the ability to interact and communicate effectively with individuals at all levels of the organization, including members of the ADEA Board of Directors and other volunteer leaders.
  • Excellent interpersonal and communication skills are essential with a focus on the ability to collaborate effectively with others, the capacity to handle competing tasks in a fast-paced environment and the ability to remain positive and productive in demanding situations.

 Anticipated First Year Outcomes

  • Deliver superior customer service to ADEA staff, MCET staff, ADEA members and conference registrants as the first point of contact for the MCET department.
  • Detailed and demonstrated knowledge of facilitating the Annual Session work of the SVP for MCET including support of the ADEA ASPC meetings.
  • Demonstrated knowledge of support provided to MCET event managers for ADEA’s interim meetings.
  • Demonstrated understanding of payment processes including effective use of Anybill and Concur; contract approval processes; ADEA administrative processes and controls; and use of Association Anywhere in obtaining member information and running reports in support of the work of the division.

Meeting Coordinator/Planner
International Cemetery, Cremation & Funeral Association
Sterling, VA

 The International Cemetery, Cremation and Funeral Association, located in Sterling, Virginia, has an opening for a Meeting Coordinator/Planner. This is a full-time position with a work week of 37.5 hours or more, as required for meetings. Work hours are 9:00 am to 5:30 pm to accommodate international member schedules.

Essential Job Functions:

  • Managing meeting registrations: inputting all registrations into database, sending confirmation letters, producing weekly attendance reports
  • Creating name badges; including ribbons and event tickets
  • Ordering and managing audio/visual support
  • Creating, submitting and managing hotel room lists; coordinating accommodations for VIPS and staff
  • Selecting menus, reviewing and approving banquet event orders
  • Ordering and managing car service
  • Managing the meeting on-site, to include staffing/managing a Registration Desk, overseeing hotel space and F&B service, managing off-site events, etc.
  • Reviewing and approving hotel and vendor invoices, post event
  • Creating and submitting a detailed budget, post event
  • Managing certification applications from membership; maintaining database
  • Maintaining committee membership in database
  • Managing meeting supply inventories

Job Requirements:

  • College degree with 2 years of work experience in meeting planning or convention services preferred
  • Proficiency in Microsoft Word, Excel, PowerPoint and Outlook with ability to quickly learn new programs; previous database experience a plus
  • Strong commitment to customer service
  • Must be detail-oriented
  • Excellent communication skills, whether in person, via phone or through email
  • Ability to work independently and in a team environment
  • Flexible and positive attitude with a willingness to learn new skills
  • Act professionally in a variety of situations
  • Ability to meet travel requirements (1-3 meetings per year).

NOTES:

Additional Salary Information: Business casual work atmosphere. Benefits include health, dental and vision insurance, and a 401(k) retirement plan. Send a cover letter, resume and salary requirements (range is $50,000-$55,000).

About International Cemetery, Cremation & Funeral Association

The International Cemetery, Cremation and Funeral Association is the only international trade association representing all segments of the cemetery, funeral service, cremation and memorialization profession.Founded in 1887 as the Association of American Cemetery Superintendents, the organization was created by a group of 18 cemeterians whose goal was to improve the appearance and operations of their properties. Throughout its first century of operation, the association grew in size and mission and underwent several name changes, but it remained a national cemetery-only organization. In 1996, the association became the International Cemetery and Funeral Association, expanding its membership to include funeral homes and other related businesses and extending its reach beyond U.S. borders. In 2007, “Cremation” was added to the name to more accurately reflect the operations and goals of its membership.Today, the ICCFA is composed of more than 9,100 cemeteries, funeral homes, crematories, memorial designers and related businesses worldwide. It serves and supports these members through a host of benefits designed to increase their management proficiency and improve their businesses–from regular updates on government and legal issues, to educational meetings, to a variety of services and products tailored to meet their needs.

Meeting Planner and Membership Coordinator
Alliance of Community Health Plans
Washington, DC

Company Profile

The Alliance of Community Health Plans (ACHP) is a leadership organization that brings together innovative non-profit health plans and provider organizations that are among America’s best at delivering affordable, high-quality coverage and care to their communities. ACHP member organizations provide coverage and care for more than 18 million Americans. Drawing on years of experience, member organizations collaborate to identify problems, share information and work toward solutions to some of health care’s biggest challenges. Their work is the foundation for ACHP’s advocacy on behalf of better health care nationally. More information is available at http://www.achp.org.

Position Summary

The Meeting Planner and Membership Coordinator plays a critical role in delivering an exceptional experience to ACHP’s members. This enthusiastic and personable individual manages the logistical components of ACHP’s membership events, including the annual Symposium, collaboratives and Board meetings. The coordinator ensures that all meetings are delivered at the highest standards of excellence. This individual builds and maintains positive internal and external business relationships to facilitate a team approach to the successful planning and execution of all meetings. The Meeting Planner and Membership Coordinator also works closely with the Manager, Board Operations and Member Relations to maintain and build engagement with ACHP executives, senior leaders, partners and constituents.

This individual should be creative in developing high-quality events and providing all-around superior customer service.

Core Duties and Responsibilities

  • Oversee the logistical components of the annual Symposium and other in-person meetings, including selection of meeting sites and event venues; negotiate event-related contracts (hotels, restaurants, transportation, audio visual) and serve as point person for all planning and communications with event facilities and vendors. Track meeting expenses against budget.
  • Organize and manage the work of ACHP staff on all aspects of the Symposium, including communications, registration, and ACHP staff responsibilities to ensure tasks are completed, deadlines met, and information is shared across all staff stakeholders.
  • Support the timely completion of all Board meeting preparation, including communications, registration, materials and website updates.
  • Support logistics related to virtual member events, including webinar set up, communications and website calendar maintenance.
  • Partner with ACHP staff to ensure accurate tracking of member engagement activities and generate member engagement reports.
  • Assist with efforts to collect current contacts at member organizations.
  • Support corporate member recruitment, including the preparation and distribution of recruitment packets.
  • Develop and maintain positive working relationships with key representatives from member plans, partners, constituents, hotel contacts and vendors.
  • Partner with ACHP’s administrative staff in providing a full range of administrative coverage and support for ACHP.
  • A desire to learn about nonprofit, community health plans and the value they bring.

Professional Experience, Education and Other Qualifications 

  • Bachelor’s degree, or relevant certification in meetings or event management; Certified Meeting Professional (CMP) designation a plus.
  • 2-3 years of professional experience in meetings or event management, preferably in a not-for-profit environment or with a member association.
  • Demonstrated organization and time management skills, and experience keeping multiple tasks/priorities on deadline with high degree of quality and accuracy.
  • Solid communication skills, oral, written and listening.
  • Customer-focused mindset.
  • Strong judgement and problem-solving skills, and the ability to think independently and take initiative.
  • Proficiency in MS Office applications (Word, Excel, PowerPoint and Outlook); Experience with customer relationship management software and association database systems preferred.

Application Process

Please submit a resume and cover letter via e-mail to ACHP Human Resources at hr@achp.org. Please include Meeting Planner and Membership Coordinator, along with your first initial and last name in the subject line of your e-mail message.

About Alliance of Community Health Plans

The Alliance of Community Health Plans (ACHP) is a leadership organization that brings together innovative health plans and provider organizations that are among America’s best at delivering affordable, high-quality coverage and care to their communities. ACHP member organizations provide coverage and care for approximately 18 million Americans. Members collaborate to identify problems, share information and work toward solutions to some of health care’s biggest challenges. Their work is the foundation for ACHP’s advocacy on behalf of community-based and delivery-aligned health care that can yield better health care nationally. More information is available at www.achp.org.

Meeting Planner
Food Allergy Research & Education (FARE)
McLean, VA

Food Allergy Research & Education is seeking an experienced meeting planner with strong marketing instincts to join our growing Marketing and Communications team. This individual will report to the Sr. Manager, Brand Marketing, work alongside Education staff, and support multiple internal stakeholder groups in the successful execution of multiple national conferences and local fundraising events.

The Meeting Planner will be responsible for managing all aspects of assigned meetings and conferences including logistical event development, event marketing production, onsite support, and administrative support services. This position is responsible for coordinating activities with all internal and external stakeholders to ensure successful execution of meetings and events.

The ideal candidate will be able to seamlessly and efficiently juggle the demands of multiple tasks, clients, and products to ensure that all deliverables are successfully executed on time and under budget.

Qualifications:

  • Degree in a relevant field.
  • 3-5 years of directly related events experience, CMP certification a plus
  • Experience in all aspects of meeting and event planning including the development of production schedules, management of both internal and external resources (specifically site/hotel and vendor management), and budgetary oversight.
  • Ability to prioritize and work independently in a demanding, fast-paced environment.
  • Superior written and verbal communication skills.
  • Meticulous organizational and multitasking skills.
  • Outstanding interpersonal and customer service skills.
  • Extremely strong attention to detail and client satisfaction.

 Responsibilities Include:

  • Oversees meeting and event logistics for FARE’s two annual conferences including researching venues, negotiating contract terms, supporting agenda development, managing speaker communication, overseeing registration needs, planning menus and coordinating efforts with hotel chef and kitchen staff, managing budgets and overseeing on-site meeting execution
  • Builds and maintains strong relationships with internal stakeholders, fully understanding organizational strategies for mission delivery and revenue development
  • Supports strategic initiatives by developing and tracking related meeting or event concept, goals, and budget
  • Provides support to the Marketing and Communications team in the execution of event acquisition and promotion strategies
  • Oversees all onsite efforts to cater to attendees with food allergies to ensure an inclusive and safe experience for attendees.
  • Tracks and reports on all event-related metrics and proactively involved with meetings or events
  • Perform other duties as assigned
  • Some travel required (15-20% per year)

This position requires the ability to work in a fast-paced environment, meeting deadlines, multi-tasking, and always remaining focused on FARE’s mission to improve the life and health of individuals with food allergies and provide them hope through the promise of new treatments.

Meetings Manager
AMDA – The Society for Post-Acute and Long-Term Care Medicine
Columbia, MD

We love what we do:

Our mission is to promote and enhance the development of competent, compassionate and committed medical practitioners and leaders in order to provide goal-centered care in post-acute and long-term care settings. We represent 5,500 members plus a continuum of over 50,000 practitioners and are recognized by CMS as a source of expertise on clinical practice and physician leadership.  Mostly, we consistently improve the quality of life for all PA/LTC patients.  What’s not to love?

Here’s what we need:

Meetings Manager – This will be the person that reports to the Director, Professional Development/Meetings to support the society’s conference, event and meetings needs.

Here’s what you’ll do:

  • Logistical – Manage the space assignments, A/V, F&B, vendors and general services
  • Site Selection – Research, site visits, RFPs, negotiation and all aspects of finding the ideal location for each specified conference or meeting
  • Financial – Work with Director to provide input to budget and to manage hotel and vendor cost efficiencies to ensure expense control and timely bill payment.
  • Promotion – Assist with preparing promotional materials for all meetings including e-mail marketing, signage, brochures and website management
  • Vendor/Contractor – Relationship development and management throughout the process

Here’s what you’ll bring to the table:

  • At least seven years of professional MP experience; planning and executing complex meetings in the convention/tradeshow industry preferably for a non-profit group. Experience providing onsite leadership and support
  • Contract negotiation skills and ability to deliver excellent results through outsourced business partners
  • Ability to manage time and meet deadlines and effectively navigate priorities simultaneously
  • Ability to develop and implement comprehensive strategies including input for promotional materials, signage and brochures
  • Capacity to remain flexible in attitude and work style even in high-stress situations. Ability to provide consistent high level of customer service to both external and internal customers.
  • Practiced organizational skills to maintain shared level access to contracts, budgets, lists and all historical materials for projects
  • Demonstrated appreciation for process and deliberate decision-making
  • Demonstrated interpersonal skills that inspire confidence, respect and trust
  • Ability to travel 6+ times a year

If interested and qualified please send your resume and salary history to: hr@paltc.org – with “AMDA Mtgs Mgr” in subject line.

Senior Meetings Manager
SPARGO, Inc.
Fairfax, VA

SPARGO, Inc. is a full-service event management company. SPARGO offers a full suite of services that support the production of trade shows, conventions, conferences, symposiums and seminars.

We are looking for a qualified individual who will serve as a Senior Meetings Manager for assigned accounts.

This position will work directly with the liaison(s) of assigned accounts (clients) and be responsible for managing and executing all phases of meeting logistics planning for events including, but not limited to: RFP creation and review, facility/vendor contract negotiation, management of contracted vendors such as audio visual, catering, general contractor, security, shuttle, communications, and printing. Additional responsibilities will include database management, budget development and oversight, timeline development, preparation of event resume/function books, the creation of meeting room diagrams, and onsite execution.

Requirements:

  • Bachelor’s degree and CMP designation
  • 5+ years meeting logistics experience and management experience with corporate and/or association meeting budget preparation and monitoring, preferably for meetings with 5,000 or more attendees
  • Highly motivated with excellent oral/written communication, organizational, multi-tasking, and project management skills
  • Demonstrated problem-solving, conflict resolution and excellent customer service with high-level stakeholders, staff and vendors
  • Proficient use of Microsoft Word, Excel, PowerPoint, Outlook, and Access databases including general knowledge of the basic structure and editing of databases, practical experience regarding inputting data and generating reports using Access
  • Familiarity with medical meetings, continuing medical education and the pharmaceutical industry including state law and regulatory legislation, and an understanding of regulatory/compliance issues related to meetings is preferred.
  • Overall knowledge of meeting logistics functions (preferably for meetings with more than 500 attendees) including: timeline development, subcontractor contract negotiation, space assignments, catering, audio/visual, telecommunications including onsite telephone requirements, onsite portable communication requirements, onsite computer/peripheral equipment requirements, scheduling onsite temporary help, and security management including instructions and onsite scheduling.
  • Experience with budgeting including initial preparation, monitoring and reporting; invoice coding and reconciliation; ability to design, produce and monitor “project management timelines”
  • Must have the ability to manage signage creation from text and placement plan to approving final signs for production.
  • Excellent onsite management skills. Demonstrated ability to perform calmly onsite while under pressure to resolve issues effectively while keeping the client informed.
  • Excellent customer service skills with high level stakeholders, staff, and vendors to provide/solicit information or resolve problems.
  • Proficiency with Microsoft Word, Excel, Outlook, PowerPoint and Access
  • Must be capable of learning and using floorplan software
  • Must be a self-starter, detail-oriented, and able to multi-task
  • Must have excellent organizational and proofreading skills
  • Must be a team player who leads by example
  • Travel required: 25 – 35%

We offer excellent benefits and a casual work environment.

SPARGO, Inc. is an equal opportunity employer and does not discriminate against otherwise qualified applicants on the basis of race, color, creed, religion, ancestry, age, sex, marital status, national origin, disability, handicap or veteran status.  Only candidates who have completed an application will be given consideration.

Exhibit and Sales Manager
American Society for Cell Biology
Bethesda, MD

The Exhibit and Sales Manager position is responsible for driving increased sale volume through sale of sponsorship, exhibit, and advertising packages to other nonprofits, government organizations, lab suppliers, biotech companies and other industry partners. The Exhibit and Sales Manager should possess a deep understanding of why organizations should exhibit at the ASCB meeting, advertise with the ASCB, and why they should support various activities throughout the year. The Exhibit Sales Manager is an active member of the Meetings Department and reports to the Director of Meetings.  The ASCB Annual Meeting is held in early December and the Exhibit and Sales Manager will be required to be onsite before, during and after the meeting. The ASCB Annual Meeting attracts 6,500+ attendees, and 250+ exhibitors.

Essential Functions

Sales

  • Sell annual meeting exhibit space and tech talk opportunities to nonprofit, government and industry. Ensure increased level of exhibitor participation and the highest standards of customer satisfaction. Current exhibition sales are in the 7-figure range.
  • Identify and sell other revenue generating sources such as meeting sponsorships and support, corporate banner ads, meeting program, advertising, etc.
  • Generate advertising sales in ASCB’s three publications and other digital communications.

Relationship Management

Maintain organized records to track sales and sales prospects across all sales channels.

  • Develop sales materials including: Exhibitor Prospectus, Exhibit Contract, Support Opportunities, Support Specifications, and Exhibitor website.
  • Work with ASCB’s exhibitor general services contractor before, during, and after the meeting.
  • Prepare exhibitor and supporter information for the Meeting Program, onsite signage, and Onsite Addendum.
  • Oversee the Exhibit Hall from move-in to move-out, supervise the distribution of materials to the exhibitors, enforce all exhibitor contract rules and regulations, and coordinate with the contracting company for delivery of ASCB show freight to and from the meeting.

Administration

  • Ensure eShow, the CRM (iMIS and Excel), and Exhibitor Portal are updated and accurate. Prepare weekly sales report.
  • Partner with the communications staff to develop marketing, advertising and promotional materials through print and digital media including the Exhibitor Invitation and Media Kit.
  • Forecast and manage budgetary resources.

Competencies

  1. Business Acumen
  2. Performance Management
  3. Problem-Solving Ability
  4. Self-Motivation
  5. Ethical Conduct
  6. Time Management and Prioritization Skills

Required Education and Experience:

  • Education: Bachelor’s degree in a business, science or equivalent work experience.
  • Experience: The ideal candidate would have worked in sales at a medical or biological society and should understand corporations’ exhibit needs and grasp the underlying science.
  • CMP or CEM is preferred.
  • The candidate should have 3-5 years’ experience in sponsorship & exhibit sales and has demonstrated the ability to grow sales volume.
  • The candidate should have solid experience utilizing a CRM database for managing sales leads.
  • The ideal candidate will be able to demonstrate an interest in the mission of the ASCB and have the ability to communicate the value proposition of ASCB to the clients and resolve issues independently.
  • The ideal candidate would be creative, energetic, and take initiative in identifying support opportunities to generate revenue.
  • The ideal candidate will work well under pressure and on tight deadlines, while maintaining professional relationships with colleagues and clients at all times.

FOR IMMEDIATE CONSIDERATION:

Please e-mail your resume and one page cover letter with salary requirements to jobs@ascb.org.

Senior Meeting Planner
Strategic Results
Gaithersburg, MD

Responsible for managing full-life cycle of client meetings, events and conference projects. Ensures meetings and conferences are implemented according to the timeline, budget, and client’s expectations. These meetings are complex in nature and require high touch and outstanding customer service.

Essential Roles and Responsibilities:

  • Lead and contribute in the coordination of all aspects of conferences, meetings and events (pre-planning, onsite execution and post event wrap up)
  • Perform site searches, provide recommendations to clients, and negotiate hotel and convention center contracts
  • Produce event specifications and manage vendors for all aspects of events (F&B, AV, GSC, temps, photography, graphics, transportation, security, etc.)
  • Contribute effective ideas to client strategic planning and analysis processes
  • Produce announcement, advertisement and invitation communications
  • Manage speaker and presenter arrangements and needs
  • Manage attendee registration, room blocks and attrition
  • Arrange/manage food & beverage functions
  • Provide onsite support (i.e. registration, room monitoring, liaison for client and vendors)
  • Manage close out duties ; maintain tracking logs, update systems with vendor information, work with manager and vendor as needed to resolve discrepancies
  • Prepare logistics correspondence including follow up to post meeting inquiries
  • Prepare project reports
  • Assist in financial management including budget creation, monitoring revenue/expense performance, and collection of registration and/or exhibit fees
  • Track hours performed vs. hours budgeted and advise of discrepancies
  • Contribute to overall team success by identifying problems and proactively seeking out methods to improve self-performance and/or efficiency of an operation or task
  • Adapt to crisis situations, changing procedures, methods or processes
  • Develop and maintain solid relationships with exhibitors/sponsors
  • Process reimbursements & vendor invoices
  • Manage project budget

Required Skills:

  • Ability to effectively prioritize and execute tasks conforming to shifting priorities, demands and timelines
  • Strong analytical and problem-solving skills
  • Excellent follow-up, time management and organization skills
  • Excellent customer service attitude and skills
  • Strong editing, written and oral communication skills
  • Strong interpersonal skills
  • Strong budgetary and cost control skills
  • Ability to coordinate several projects simultaneously
  • Ability to elicit cooperation from a wide variety of sources, including management, clients, other departments and vendors
  • Ability to work directly with clients in a responsible, appropriate and service oriented way
  • Proactive technical troubleshooting and problem solving skills
  • Adept at conducting research into project-related issues
  • Proficiency in the Microsoft Office Suite (i.e. Word, Excel, Outlook), InDesign and Adobe products
  • Ability to lift up to 40 pounds as needed
  • Excellent teamwork skills, flexibility, and ability to handle multiple tasks

Experience:

  • 5 years of experience in conference, logistics, program services and project administration

Job Type: Full-time

Required education: Bachelor’s

Required license or certification: CMP or other

Send your resume to hr@strategicresults.com

Meeting Planner
Tribal Tech LLC
Washington, DC

Meeting Logistics and Event Planning Support

Assist a Federal client by managing the logistics of meeting and teleconference planning from beginning to end. Serve as the main point of contact for vendors and attendees.

Duties and Responsibilities:

  • Provide meeting planning services and administrative support for a federal client
  • Plan, execute, manage and close-out multiple small meetings with a maximum of 50 people and several large meetings with attendance of up to 400
  • Write plans for all meetings, webinars, conferences, and events to include all arrangements
  • Conduct site location research, liaise with venue, audiovisual and technology support
  • Coordinate and implement third party participation in events, such as inviting and confirming speakers for meetings, webinars or events
  • Design and edit meeting notices and provide communication to attendees
  • Provide on-site meeting and registration support
  • Support automation and telecommunications for monthly teleconferences
  • Provide post-event support for all meetings and teleconferences such as tracking participants, follow up with action items, preparing and analyzing a meeting evaluation
  • Perform analytical, research and administrative tasks, including researching tribal energy issues and writing blogs and other communications to important stakeholders
  • Other duties as assigned

Skills and Abilities:

  • Must be comfortable supporting an achievement-oriented executive
  • Able to work in a fast-paced and deadline driven environment
  • Must have strong written and verbal communication skills
  • Must be self-directed and high motivated
  • Excellent organizational and time management skills with demonstrated ability to manage conflicting priorities
  • Team player with ability to work independently and perform with a high level of autonomy with minimal guidance or review
  • Detail orientated with strong ability to anticipate needs and problems and act accordingly
  • Ability to demonstrate good judgment/decision-making skills
  • Extensive working knowledge of MS Word, Excel, PowerPoint, Outlook, and SharePoint is highly desired

Education and Experience:

  • Bachelor’s degree preferred
  • 2 years of relevant work experience in event or meeting planning
  • Previous experience working with American Indian/Alaska Native communities is highly preferred

Equal Opportunity Employer/Veterans/Disabled

Job Type: Full-time

To apply: http://www.tribaltechllc.com/2017/06/meeting-planner/

Corporate Meeting Planner
HRG North America
Herndon, VA

Contract Position

Candidates must possess the following skills and qualifications:

  • Minimum of 7 years experience in corporate meeting & incentive operations
  • Thorough understanding of the hotel contract process, with the ability to negotiate hotel contracts with little or no supervision.
  • Proven negotiation skills (hotel, DMC, offsite venues), and the ability to show negotiated savings.
  • Thorough understanding of Food & Beverage and BEOs
  • Basic, up-to-date knowledge of a/v equipment
  • Ability to develop, manage and reconcile budgets
  • Three plus years of developing and managing budgets exceeding $300,000
  • Initiative, strong work ethic, & ownership of work
  • Ability to “think outside the box”
  • Ensure compliance to all of the Client’s policies and procedures

Organizational Skills

  • High level of proficiency in Microsoft Office Suite (particularly Word and Excel)
  • Proven ability to organize and manage multiple meetings and incentives simultaneously
  • Ability to multi-task is critical to success

Customer Service

  • Ability to work with internal clients and exhibit a high level of customer service
  • Effective verbal & written communication skills
  • Maintain composure & professionalism during stressful situations
  • Support to team and department
  • Flexibility with schedule required
  • Possibility of travel required (10-30%)

Supplier Relations

  • Clear understanding of the current hotel industry/climate
  • Ability to represent Volkswagen in a professional manner

Responsibilities will include:

  • Maintain a thorough and up-to-date knowledge of the meetings industry
  • Maintain a high level of customer service in conjunction with effective verbal and written communication.
  • Ensure compliance with all of the Client’s policies and procedures
  • Ensure that small- and mid-size corporate meetings, events and incentive travel are professionally researched, planned and managed. This includes, but is not limited to, the following functions:
    • budget development, management and reconciliation
    • destination and venue searches
    • hotel/resort contract negotiation
    • venue recommendation and selection (through bid process)
  • Management of supporting suppliers, including but not limited to:
    • registration & online enrollment partner
    • destination management companies
    • caterers
    • audio-visual and production companies
    • graphic designers for production of collateral material

Qualified and interested applicants should submit their resume directly to employ.us@hrgworldwide.com quoting the job title and location in the subject line.

Meeting and Events Manager
National Parking Association
Washington, DC

The National Parking Association (NPA) is seeking a highly motivated and organized meeting and event planner to join the National Parking Association team to produce events from conception through to completion. Event manager/meeting planner responsibilities include organizing memorable events that meet quality expectations and providing outstanding customer service.

This position is responsible for managing and coordinating all details of annual convention, leadership forum, training and networking events through personal leadership and by managing a network of contractor resources. The ideal candidate is a competent meeting planner and is a highly motivated, results-oriented, self-starter who thrives in a dynamic, deadline driven environment. The successful candidate has 4-7 years association events management experience with a demonstrated ability to meet deadlines as well as excellent attention to detail.

NPA is a national, trade association representing tens of thousands of industry professionals with 935 member companies/organizations representing the corporate and small business owners/operators of parking operations, as well as institutional, government and educational entities. This dynamic, trade association is esteemed for its CPP credentialing program and the stature of its leadership and members in the business community. A motivated and collegial staff, in coordination with volunteer leaders propels the association’s programs & services. Located at 16th and K Street, NW—in the heart of downtown D.C., NPA is a prominent, national, trade association with a focus on growth; online at www.WeAreParking.org

Reporting to the Vice President, Marketing, Communications and Events, the Meeting & Event Manager manages planning and implementation of all major association functions.

Primary Duties:

  • Coordinate Budget preparation, budget management, contract coordination and cost control.
  • Deliver meeting planning from concept through execution using association planning documents to manage tasks, space grids, food/beverage, audio visual and volunteer/staff schedules.
  • Source venues, catering, A/V and other logistics and manage contracting RFP process.
  • Serve as Show Manager on site for major events to manage teams, vendors and show workflow.
  • Oversee registration management and CE credit upload with Education for LMS.
  • Ensure compliance with insurance, legal, health and safety obligations.
  • Coordinate facilities and manage all event details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material distribution, etc.
  • Provide weekly pick up reports, registration reports and develop post event reports.

Specific Responsibilities:

  • Support program planning an in person & virtual event management.
  • Support trade shows and association presentations/exhibits at outside events.
  • Provide feedback and periodic reports to stakeholders.
  • Propose ideas to improve provided services and event quality.
  • Liaise with internal teams to identify their needs and to ensure customer satisfaction.
  • Conduct pre- and post – event evaluations and report on outcomes.
  • Cooperate with marketing and PR to promote and publicize event.
  • Serve as a key committee member on convention & major event committees.
  • Specify staff requirements and coordinate their event assignments.
  • Other duties as assigned

Requirements: Undergraduate degree required; 4-7 years of experience in an association environment. CMP certification is a plus. Some travel is required. A highly motivated manager who can oversee multiple tasks and deliver flawless events with a collaborative and collegial mindset is key. Demonstrated track record of success.

Qualifications:

  • Proven experience as an events planner or organizer; outstanding project management, vendor management and budgeting skills
  • Impressive portfolio of previously managed events (conventions, forums and regional meetings)
  • Ability to manage multiple priorities and multiple constituencies, working effectively toward deadlines with strong attention to detail.
  • Excellent written and oral communication skills, with the ability to present data and conclusion in an organized, concise manner.
  • MS Office proficiency. Experience with eShow a plus.
  • Ability to work collaboratively with colleagues and staff.
  • Bachelor’s degree required.

The National Parking Association provides health, dental and life insurance coverage, as well as a 401 (k) retirement plan with match. Employees receive complimentary parking. A generous vacation, sick leave and holiday schedule is provided.

To Apply: Submit a cover letter, resume and desired salary via email to CindySatin@weareparking.org at the National Parking Association. No phone calls please.

About National Parking Association

NPA is a national, trade association comprised of more than 2,500 members and nearly 895 member companies/organizations representing the corporate and small business owners/operators of parking operations, as well as institutional, government and educational entities. This dynamic, trade association is esteemed for its CPP credentialing program and the stature of its leadership and members in the business community. A motivated and collegial staff, in coordination with volunteer leaders propels the association’s programs & services. Located at 16th and K Street, NW—in the heart of downtown D.C., NPA is a prominent, national, trade association with a focus on growth; online at http://www.WeAreParking.org.

Operations Manager, Meeting and Special Events
National Association of Home Builders
Washington, DC

The National Association of Home Builders (NAHB), a Washington DC based trade association, is seeking a highly organized Operations Manager, Meetings and Special Events to manage event contracts, purchase orders, and reconciliation of event invoicing.   Additional duties include assisting with management of 250+ trade show speakers and organizing small events (such as dinners and receptions) and meetings as assigned.

Qualified candidates will have a background in conference and meeting planning, including site selection and contract negotiation skills, meeting room set-ups, meal planning, audio visual set ups, and registration procedures.  Candidates should also have excellent customer service skills, experience working with member volunteers, the ability to manage budgets, and the ability to maintain quality standards and meet deadlines under a heavy workload.  Excellent verbal and written communication skills and supervisory skills are required. Candidates should also be proficient in Microsoft Office applications (Word, Excel, Outlook, and Access), technology savvy and have the ability to master new computer systems.

A minimum of three (3) years of association experience including events, meetings, member services and committee support, a four year college degree, demonstrated success in managing and preparing budgets, and experience in supervising staff and outside contractors are required. Knowledge of the event and/or hospitality industry is preferred.

About NAHB:

The National Association of Home Builders (NAHB) helps its members build communities.  Each year, NAHB’s members construct about 80% of the new homes built in the United States, both single-family and multifamily.  A federation of more than 800 state and local associations, NAHB represents more than 140,000 members.  About one-third are home builders and remodelers.  Other members work in closely related specialties, such as sales and marketing, housing finance, and manufacturing and supplying building materials.

To apply, please visit:  http://www.nahb.org/jobs

Equal Opportunity Employer

{posted June 5}

Event Planner
Creative Business Solutions
Arlington, VA

Security Clearance Required: Active Security Clearance

Job Requirement:

  • Five years of event planning experience
  • Event/conference planning experience exercising market research and event planning/execution capabilities, as outlined in Sections 5.1.1 and 5.1.2 (government experience preferred)
  • Experience with registration management for conferences (some conferences may exceed 2,000 attendees)
  • Experience working with Government personnel at a senior level.
  • The ability to research, assimilate and organize information and write clear, succinct, grammatically correct documents which meet the standards of Army Regulation (AR) 25-50 and/or AFH 33-337.
  • The ability to exercise discretion and independent judgment with respect to matters of significance, to include: gathering data, making recommendations, and apply well-established techniques.
  • Proficiency in Microsoft Office products, to include: Microsoft Word, Excel, Outlook, PowerPoint, Visio, etc.
  • Collegiate level writing skills and knowledge of military writing protocols.
  • Knowledge/familiarity of military organizational structure and protocols

Education:

  • Bachelor’s degree in any of the following fields: business, communications, political science, education, or liberal arts. (May substitute five (5) years of relevant and similar event planning experience in lieu of the degree)

Desired skills/abilities:

  • Event Planning Certification (CGMP or CMP)

Security Requirement: Active Security Required

Required education: Bachelor’s

Required experience:

  • Event Planning: 5 years

Required licenses or certifications:

  • Event Planning Certification (CGMP or CMP)
  • Active Security Clearance Required

{Posted June 5}

Jobs Posted at the end of May

Meeting & Events Planner
Compass Group USA
McLean, VA

A Fresh Approach To Great Results.

At FLIK, our operating philosophy is centered on three essential factors: great food, great service and great people.

Setting the standard for Conference Center Management, FLIK is on the forefront of the industry.  FLIK is uniquely positioned to expertly manage a wide range of operations and has demonstrated abilities in exceeding clients’ goals and objectives for their facilities.

FLIK Conference Centers is a fullsolutions provider.  FLIK takes full responsibility for the facilities we operate while providing the highest level of customer service.

The Meeting & Events Planner is responsible for planning of conferences and events at Tyson’s Corner.

Key Responsibilities:

  • Perform all job duties in a professional manner and in accordance with company policies.
  • Greet clients and visitors in the building, offering support as needed.
  • Process reservations as they are received into the shared mailbox. Reserve appropriate space and share details with assigned Planning Manager.
  • Provide materials and supplies in the meeting rooms as requested by clients.
  • Respond to all e-mails and voicemails within 24 hours. Set up appropriate auto-replies when out of the office.
  • Utilize effective and timely communication with internal departments such as Food & Beverage, Audio-Visual, Transportation, and Conference Floor in order to meet customer requests.
  • Make decisions in a timely fashion as to not disrupt or negatively impact the guest experience
  • Communicate to all relevant internal departments and subcontractors the specific needs of the client, both in advance of and during the course of meetings
  • Verify meeting room setups prior to the start of each meeting to ensure customer expectations are met.
  • Prepare and submit daily Catering Cover sheets.
  • Knowledge of property layout, policies, procedures and all of the capabilities of the center in regards to meeting rooms and technology.
  • Be fully knowledgeable of the duties of a Guest Services Agent (GSA) and be prepared as temporary fill in as needed.
  • Complete weekly conference center inspections and submit work orders requests.
  • Participate in scheduled team meetings, reviewing upcoming events, discussing relevant logistical matters, and identifying any potential challenges with the operation.
  • Assist with daily placement of room meeting signs
  • Maintain an accurate record of hours worked, utilizing the time clock for each shift and break.
  • Obtain manager approval prior to incurring any overtime hours.
  • Complete a Timesheet Change Request Form for any requested edits to your timesheet, and submit to your manager for processing.
  • Abide by the Uniform and Personal Appearance and Hand washing policies as outlined in the Associate Handbook.

Preferred Qualifications:

  • High School diploma or equivalent
  • Minimum of three years of experience in a conference center or corporate environment preferred
  • Excellent organizational skills, with the ability to prioritize tasks and juggle many tasks simultaneously
  • Excellent oral and written communication skills
  • Strong computer skills and knowledge of office technology/equipment
  • Ability to work calmly and effectively in stressful situations
  • Exceptional client service skills to exceed expectations
  • Punctual, dependable and dedicated to achieving operational excellence, down to the smallest of details
  • Maintaining a consistently professional approach, with a willingness to take ownership and responsibility both within and outside one’s job domain
  • Work schedule varies based on the needs of the client and operation

Apply to Flik today!

Flik is a member of Compass Group USA

Compass Group is an equal opportunity employer.  At Compass, we are committed to treating all Applicants and Associates fairly based on their abilities, achievements, and experience without regard to race, national origin, sex, age, disability, veteran status, sexual orientation, gender identity, or any other classification protected by law.

Event Planner
AARP
Washington, DC

Business Unit Description

AARP is a nonprofit, nonpartisan organization, with a membership of nearly 38 million that helps people turn their goals and dreams into ‘Real Possibilities’ by changing the way America defines aging. With staffed offices in all 50 states, the District of Columbia, Puerto Rico, and the U.S. Virgin Islands, AARP works to strengthen communities and promote the issues that matter most to families such as healthcare security, financial security and personal fulfillment. AARP also advocates for individuals in the marketplace by selecting products and services of high quality and value to carry the AARP name.  As a trusted source for news and information, AARP produces the world’s largest circulation magazine, AARP The Magazine and AARP Bulletin.

Integrated Communications & Marketing (ICM) is a multimedia, service-focused communications and marketing operation that leads in shaping the impression of AARP by providing communications planning, marketing, support and execution for AARP’s strategic business units.

Summary Statement

The Event Planner, Event Strategy and Services is responsible for developing and executing events as a critical channel for brand experience and engagement.  S/he reports to the Director of Event Strategy & Services.

Responsibilities

The position’s chief responsibilities include:

  • Maintaining a clear understanding of enterprise goals and strategy
  • Planning, event valuation and consulting, production, agency management, and execution of events in multiple key strategic markets (based upon profile, budget, audience, client, etc.)
  • Working collaboratively with other department planners and an external agency in the production of both Business to Business and Business to Consumer events
  • Supporting the development of internal systems and best practices for event production and execution (Event in a Box
  • Supporting AARP’s Events efforts to contribute to the enterprise goals of brand revitalization, social impact, engagement, relevance, membership, revenue and local presence.
  • Supporting the use of the events channel to positively shape the AARP experience among members, non-members, industry leaders, media, opinion/community leaders, volunteers and AARP staff.
  • Maintaining accountability for budgets to include vendor selection and cost management.
  • Serve as on-site staff lead and oversee AARP staff and volunteers at events. Does not require day-to-day staff management.
  • Serve as a Brand Ambassador at external-facing events and effectively carry the messages of AARP.
  • Exhibit AARP leadership behaviors
  • Support a culture of innovation and collaboration.

Requirements

  • Bachelor’s Degree in Event Planning, Production, Management or related field or an equivalent number of years’ experience of work experience and education.
  • 6+ years of experience in event planning and production, with a proven track record of success
  • Successful candidates will demonstrate ability to be both detail-oriented and creative.
  • Experience working on a traveling exhibit, multiple city event tour, or experiential marketing campaigns a plus.
  • Demonstrated strong project management and problem-solving skills and ability to work effectively with multiple stakeholders required.
  • Ability to contribute to a culture of collaboration and innovation
  • Excellent interpersonal skills to work collaboratively with a variety of personalities and work styles, and demonstrated diplomatic, networking and negotiation skills.
  • Excellent oral and written communications skills.
  • Travel up to 20%

Benefits Offered

AARP offers competitive benefits with a 401K, 100% company funded pension plan, health, dental, vision and life insurance, STD/LTD, paid vacation and sick, and other benefits.

Equal Employment Opportunity

AARP is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.  AARP does not discriminate on the basis of race, ethnicity, religion, sex, color, national origin, age, sexual orientation, gender identity or expression, mental or physical disability, genetic information, veteran status, or on any other basis prohibited by applicable law.

Visit here to apply.

Meetings Manager
American Public Health Association
Washington, DC

The American Public Health Association, a national nonprofit dedicated to improving the health of the public and achieving equity in health status, seeks an experienced Meetings Manager to handle administrative and planning duties associated with a citywide convention of 13,000 attendees, 1,500 scientific sessions and events, and a 600 booth exposition.  Join our team of smart, creative and dedicated professionals from diverse backgrounds who are working towards advancing the public health agenda. Applicant should be comfortable with online database applications and must be proficient with Microsoft products (Excel, Word, Access). Excellent communication skills are required.

The Meetings Manager position is responsible for planning, coordination and execution of logistical arrangements for the APHA Annual Meeting.  This position provides technical assistance and project management to the conventions department; establishes and maintains positive relationships with hotel contacts and vendors; manages space usage and produces detailed function event orders; coordinates and manages staff schedules and travel for annual meeting; manages communication with decorator vendor and tracks graphic design process for all functional areas at the meeting; supervises temporary staff and interns; assists with budgeting and tracking of expenses, manages live streamed portion of the annual meeting; and provides other administrative support as assigned.  Bachelor’s degree required. Candidates must have 2-4 years of meeting or convention management experience and at least 1 year’s management or supervisory experience.  Some travel required.

Salary mid 50’s, commensurate with experience.

Position is based in downtown DC near several metro stations.

Hours: 35 hours a week, full-time, Mon-Fri. (daytime).

Number of openings: 1.

Applicants who meet the requirements and are interested in being considered for this position should upload the following information: (If you are uploading a pdf document, the document needs to be a file that was created and can be manipulated and converted in order to upload.)

Cover letter; Resume; Salary requirement; Three – five professional references (name, title, company name and phone number and email).

Applicants who meet the requirements and are interested in being considered for this position should apply at:  https://careers-apha.icims.com.

Deadline to apply for this position is June 16, 2017 @5:00 pm (Eastern Standard Time).

EEO/AA/VETS/DISABILITY.  APHA is strongly and actively committed to diversity in its workplace.

NOTES:

Additional Salary Information: APHA offers a competitive salary and excellent benefits.

Internal Number: 2017-1243

About American Public Health Association

APHA champions the health of all people and all communities. We strengthen the public health profession. We speak out for public health issues and policies backed by science. We are the only organization that influences federal policy, has a 140-plus year perspective and brings together members from all fields of public health. APHA publishes the American Journal of Public Health and The Nation’s Health newspaper. At our Annual Meeting & Exposition, thousands of people share the latest public health research. We lead public awareness campaigns such as Get Ready and National Public Health Week. Together, we are creating the healthiest nation in one generation. Our Mission to improve the health of the public and achieve equity in health status. Our Vision to create the healthiest nation in one generation. Our values reflect the beliefs of our members from all disciplines of public health and over 40 countries.

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