The Meetings and Conferences Specialist is responsible for managing and executing detail oriented and deadline driven tasks necessary for developing and delivering multiple types of Meetings and Conferences worldwide. The incumbent works cross departmentally, as well as with volunteers and committees to collaboratively plan and execute various functions within each assigned meeting and conference to provide outstanding service and member experience.
Full Service Meetings and Conferences, Planning and Execution (60%)
Works in conjunction with the Meetings and Conferences team to coordinate and execute all logistical aspects of the Academy of Management’s portfolio of full service meetings and conferences.
Participates in, plans, and conducts regular meetings with internal departments including Membership, Marketing and Communications, IT, Finance, Publications and Governance to determine needs related to coordination, production and execution of the meeting planning process.
Researches, recommends and implements best practices to innovate and improve meetings and conference services.
Researches, identifies, and partners with vendors; oversees services related to: facilities, transportation, staffing, food and beverage, and audio visual.
Responsible for daily administrative functions related to coordination of meetings and conferences including project management, process documents, task timelines and communications.
Assists with Exhibits and Sponsorship sales and marketing.
Program Development and Management (20%)
Works as required to assist with building program content.
Works in conjunction with IT and Meetings and Conferences team to identify and maintain systems and databases related to the planning, development and execution of assigned meeting programs tasks.
Creates process documents when required to outline deliverables for assigned program tasks, establishes a work flow schedule, and facilitates prompt and accurate handling for assigned program details.
Identify and collaborate with team on usage of systems; member database, submissions, program development, reviewer system, presentation management, website.
Registration and System Management (20%)
Works in conjunction with the Meetings and Conferences team to identify and coordinate registration solutions for each assigned meeting and conference.
Provides technology support for meetings and conferences as required.
Works cross departmentally to incorporate electronic, web, video library offerings.
Volunteer and Committee Support
Works with various volunteers to support workload, guide and develop ideas and plans as related to logistics for the Academy’s meetings and conferences.
Responds to member questions and requests related to meetings and conferences.
Additional Assigned Responsibilities:
Handles tasks of varying nature related to meetings that emanate from the Meetings and Conferences Logistics Manager and Director, as needed.
Cross trains in a variety of office support functions, assists with special projects as needed.
Assists with communications including mass e-mails, website updates and social media posts, responds to requests for information about meetings and conferences and related matters via email and phone.
Education and Experience:
CMP highly preferred.
Minimum of Bachelor Degree or equivalent experience in related field required.
Minimum 5 years of experience in planning and executing a range of meetings and conferences preferred.
Prior experience managing volunteer and or vendor relationships required.
Experience and understanding of systems and applications related to meetings.
Knowledge of meeting hotel facilities, food-and-beverage operations with international destinations preferred.
Computer literate in current Windows operating systems, Microsoft office programs, including familiarity with databases, billing systems, report writing and records management required.
Knowledge of delivery systems for educational content through electronic platforms a plus.
Skills and Abilities:
Effective oral and written communication skills.
Highly developed service orientation and interpersonal skills to foster and develop member and volunteer relationships and teamwork among staff.
Ability to take initiative, prioritize and multitask while paying close attention to detail in a deadline driven environment.
Sound decision making, critical thinking and problem solving ability.
Solid work ethic, personal integrity, and high professional standards.
Strong technology aptitude and computer skills with the ability to quickly learn and navigate new systems.
Ability to understand and appreciate the needs of the association industry and academic market.
Ability to stand and walk for extended periods and move/ lift up to 30 lbs. while onsite at required meetings/conferences.
Periodic domestic and international travel to meetings and conferences required, up to 15% annually, with the Annual Meeting accounting for up to 2 weeks of travel. Travel typically includes use of various methods of transportation (car, plane, rail), depending on the location.
About the Academy of Management: The Academy of Management (AOM) is the preeminent professional association for management and organization scholars. Our worldwide members are professors and Ph.D. students in business schools at universities, academics in related social science and other fields, and practitioners who value knowledge creation and application. Founded in 1936, our global community... today is nearly 20,000 strong, spanning more than 120 countries. Learn more about us at http://aom.org/In addition to salary, the Academy of Management offers eligible employees a generous and comprehensive benefits package, including group medical, dental, vision, FSA, life insurance, short and long term disability, 401(k) employer match, generous paid time off and holidays, and other supplemental benefits!
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