POSITION TITLE: |
Meeting Planning Specialist |
POSITION GRADE: |
K |
DEPARTMENT: |
Communications and Marketing |
JOB PURPOSE STATEMENT:
Assists Senior Manager, Meeting Services in all functions related to national conference planning. Organizes and plans all elements of the National Course and Seminar Offerings, individual project team meetings, individual committee meetings and smaller scaled meetings. Also acts as staff liaison to the Leadership Development & Advisory Council.
REPORTING STRUCTURE:
Senior Manager, Meeting Services.
ESSENTIAL DUTIES:
1. Assists in preparation of all Appraisal Institute national conferences.
Responsibilities include:
- Coordinating all in-house registration functions, including pre-registration, communication of registration confirmation to attendees, and on-site registration
- Overseeing registration database, including web-based registrations
- Preparation of on-site materials including rosters, education sign-in sheets and function tickets
- Reports anticipated problems and expectations of plans to Director and Vice President
- Works with marketing to develop brochures and informational promotions for national conferences and national meetings to ensure that necessary communication is reaching attendees and potential participants
- Maintaining web promotions and schedule
- Coordinating with hotel to maintain accurate meeting data, including creating menus for food and beverage functions, maintaining rooming lists for VIP attendees, meeting room set-up, and audio/visual needs
- Arranges tour options and social activities and works directly with necessary vendors for these events
- In concert with research area, composes, distributes and evaluates meeting surveys
- Builds and maintains rapport with global sales representatives, local hotels and CVBs
- Traveling and working on weekends required
2. Primary responsibility for arranging for meeting sites and logistics (excluding content (with the exception of LDAC)) for:
- Chapter Leadership Program [2-day program, once per year]
- Washington DC Summit [1-day program, once per year]
- Individual Committee Meetings [1 to 2-day meetings as needed five to ten times per year]
- Individual Project Team Meetings [1 to 2-day meetings as needed five to ten times per yr]
- National Courses and Seminars [1 to 5-day programs in 50 locations (50 times) throughout the year]
- Instructor Training Seminars [1 to 2-day programs twice per year]
- Experience Reviews [1-day program five times per year]
- Demonstration Appraisal Report Writing Seminars [5-day program two times per year]
- Comprehensive Examination (as needed)
These duties include:
- Selects the venue based on meeting specifications
- Negotiates the contract with the chosen hotel
- Coordinates all in-house registration functions
- Works within constraints of individual budgets
- Acts as the main hotel contact and works directly with hotel manager in preparation for the meeting and on-site coordination, including menu selection, audio/visual coordination and room sets
- When necessary, executes the program on site by orchestrating the flow of each program event, ensuring that the logistics of the meetings are coordinated and that the hotel is following through on their obligations and responding to any problems that may arise.
- Coordinates all elements of any off-site venue events, including site selection, contract negotiation, food and beverage, entertainment, audio/visual, and payment of bills
- In concert with research area, composes, distributes and evaluates meeting surveys
3. Support Leadership Development & Advisory Council by handling the following:
- In addition to the organization of meeting logistics listed above (such as contract negotiation, registration, off-site venue planning, hotel coordination and survey distribution/evaluation)
- Provides input to budget for this program and reviews and approves all financials associated with LDAC, including hotel bills and expense reimbursements
- Compiles suggestions for discussion topics from Council participants
- Edits and distributes discussion outlines, lobbying information and other related material prior to event
- Manages sponsor solicitation
- Works closely with staff in Washington DC to coordinate lobbying component of the program.
- Maintains LDAC web page, LDAC Alumni Book and database
- Works closely with the Strategic Planning Committee liaison to ensure that the LDAC recommendations are reported properly into the Strategic Planning framework.
4. Assist with special projects as needed to ensure that they are completed effectively, on time, and within budget.
5. Write articles related to meetings and conferences and submit to Director for various Appraisal Institute publications.
NON-ESSENTIAL JOB DUTIES:
- Process reimbursement forms.
- Other duties or projects as assigned by Director or Vice President, Membership Services.
PHYSICAL DEMANDS:
No significant demand associated with this job.
ENVIRONMENTAL/ATMOSPHERIC CONDITIONS:
Usual office environmental conditions.
JOB QUALIFICATION REQUIREMENTS:
- Bachelor’s Degree or equivalent experience. Business courses a plus.
- Customer Service or Association experience
- Meeting planning experience a plus
- Strong verbal and written communication skills
KNOWLEDGE:
- Able to compose correspondence
- Basic knowledge of office and business procedures
- Experience and/or ability to learn data entry
- Detail oriented and able to manage multiple projects simultaneously
MACHINE, TOOLS, EQUIPMENT (OFFICE AND INDUSTRIAL), SOFTWARE:
- PC experience (Word 6.0)
- Excel (preferred)
- PowerPoint
DIVERSITY STATEMENT:
Support an inclusive, aware culture throughout the Appraisal Institute. Demonstrate a commitment to advocating diversity and when working with committees, member panels, project teams, staff teams and supplier vendors.
To apply for this position, please submit cover letter, resume, and salary requirements to hreduc@appraisalinstitute.org or via fax at (312) 335-4118.
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