The Illinois Association of School Business Officials (Illinois ASBO) seeks a highly motivated, multi-faceted meeting professional to join our high-performing team. This role is based in our DeKalb office. However, the option for hybrid or remote work is available.
This is a dynamic role for a meeting professional who possesses superior organizational and problem solving skills. Ability to work as a team player and provide superior customer service internally and externally is a must. The primary purpose of this role is to coordinate association meetings that provide value to Illinois ASBO’s membership.
The Meetings & Professional Development Coordinator is instrumental in the planning and execution of the Association’s meetings and programs. This position will provide one week of onsite support at the Association’s Annual Conference each April or May. Other travel in Illinois will be required throughout the year and is reimbursed by the Association.
Meetings & Programs Responsibilities:
Coordinate services for meetings and events, such as accommodations for participants, facilities, catering, AV needs, signage and event security. Events include professional development seminars/day conferences (with and without an exhibit hall), golf tournaments and hospitalities.
Manage the exhibit hall for the Association’s Annual Conference. Duties include creating the registration event, assisting exhibitors in booth selection, communicating with exhibitors, coordinating the exhibit hall set-up on-site and managing the relationship with the tradeshow service provider.
Coordinate and work with several Professional Development Committees (PDCs) including communicating with volunteer leadership/members, scheduling programming and preparing materials for full PDC meetings.
Maintain effective working relationships with volunteer committee leadership/committee members and Association members to determine event objectives and to accomplish department goals.
Manage event activities to ensure the satisfaction of participants and to guarantee the event complies with applicable regulations and laws.
Negotiate contracts with service providers and suppliers (hotels, convention centers, speakers, etc.).
Develop budgets, project revenues and expenses, and control expenditures based on budget parameters.
Conduct site searches/visits to various venues including hotels and restaurants throughout Illinois.
Coordinate all aspects of online learning and events, such as creating events in online platform, training presenters in online delivery and hands-on management of live and recorded online learning.
Conduct research on and become proficient in new online meeting delivery platforms, as they become available and/or are deemed necessary by the Association.
Update and maintain member database and records. Ensure accurate tracking of CEUs in accordance with the parameters set forth by the Illinois State Board of Education (ISBE).
Support multiple projects to ensure deadlines and deliverables are met with the highest quality standards.
Actively manages day to day aspects of each assigned project, ensuring each is delivered on time and within scope.
Collaborate with all stakeholders and business partners in the planning and implementation phases of each project.
Ensures inputs to marketing team are clear and concise, clarifies questions in advance with stakeholders and communicates timing of program deliverables throughout the life cycle of the project.
Collaborates with the marketing team to identify resources needed for each event.
In addition to the core responsibilities of the position, may be asked, or may seek, to engage unique abilities, strengths, and passions through participation on additional projects.
Organization / Attention to Detail
Drives for Results / Follow Through
Problem Solving / Critical Thinking
Teamwork and Inclusion
WHAT YOUR RESUME SHOWS
While we’re looking for some specific experiences and skill-sets, nothing is more important than a strong can-do attitude, resilience in the face of change, and a passion for learning. In addition to intangible traits, some of the technical skills you will bring to the table include:
Ability to thrive in a fast-paced environment and work well under pressure, demonstrating persistence, perseverance, integrity and patience along the way.
Detail oriented and highly organized when scheduling meetings, sending follow-ups, proofing materials, establishing priorities and meeting deadlines.
A proven multi-tasker with good follow through and commitment to accuracy and timeliness.
Critical thinker with the ability to quickly learn and/or self-teach new computer programs and platforms.
Confident and comfortable in communicating with individuals in-person, via phone, email and mail.
Displays excellent communication skills in working with volunteers, members, guests, vendors, and co-workers.
Exhibit confidentiality, flexibility, accountability, and professionalism.
A minimum of 1 year of experience, preferably in the association or meetings & events industry.
A Bachelor's degree is preferred.
Proficient with Microsoft Office applications, with a high degree of working experience with MS Word, Excel and PowerPoint.
Experience with Zoom, database management, email, and calendar programs are a plus.
WHO WE ARE
The Illinois Association of School Business Officials is devoted to the school business management profession. Our mission is to provide our members and stakeholders with a comprehensive range of professional development activities, services and advocacy through networking and participation.
We provide professional development opportunities for school business officials and other school employees. We are a small, friendly office that is driven by our mission and the work that we do. We offer work/life balance with a 37.5-hour work week, plus benefits including optional medical/vision/dental/life insurance, flexible benefits reimbursement, generous vacation/PTO, 401(k) matching and more.
Please note that Illinois ASBO is housed on the Northern Illinois University (NIU) campus; however, this position is not through NIU.
About Illinois Association of School Business Officials
The Illinois Association of School Business Officials is a nonprofit association devoted to the school business management profession. Our mission is to provide our members and stakeholders with a comprehensive range of professional development activities, services and advocacy through networking and participation. Membership currently stands at 2,500 and is comprised of school business officials, companies and Emeritus members.
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