Work with an outside meeting management company to select and review all vendor proposals and contracts (i.e., AV provider, exhibit services, security, temps, DJ, etc.)
Work with an outside meeting management company as needed in managing and administering the Annual Conference (including budgeting and monitoring expenses, menu selection, room set up, etc.) both in advance and onsite.
Work closely with volunteers in the review, selection, and execution of education session proposals, adding new programs, and refining current programs.
Work with staff and assist as needed with their conference-related duties (such as with the web content manager on the copy for the conference programs and with the chapter and division relations manager on invited speakers).
Coordinate app production by meeting vendor deadlines, maintaining app content, notifying attendees of app availability, and using app features to send alerts, create the Show Daily, etc.
Apply for continuing education credit to all industry-related organizations, and assist attendees in receiving credit.
Review and assemble the papers received for the Proceedings.
Assist in marketing the Conference to attendees and to sponsors, exhibitors, and advertisers.
Maintain the hotel rooming list.
Ordering all supplies needed before and during the conference.
Review and approve all invoices.
Compile the post-conference reports, oversee the compilation of the session surveys, disseminate them to speakers, and maintain the speaker evaluation database.
Assist the Executive Director in the selection of future conference host hotels.
Investigate and market recordings as well as livestreaming of conference sessions.
Seminars and other in-person training
Coordinate and manage all aspects of in-person seminars.
Investigate offering in-person regional seminars and certification test prep seminars.
Assist with webinars as needed.
Investigate offering online courses.
Assist the Executive Director with the hotel contracts and logistics for the quarterly Board meetings.
Handle other duties as assigned.
10+ years meeting planning experience with associations.
Experience at negotiating and building partnerships with vendors.
Exceptional client service skills and enjoys working with the public.
Strong time management skills and ability to manage concurrent tasks efficiently.
Efficient in managing budgets.
Superior attention to detail; first class organizational skills.
High energy, positive, professional attitude, pride in work product.
Excellent written and verbal communications skills.
Great team member: willing to roll up your sleeves and pitch in to help your colleagues when needed.