Position Overview: Plan and oversee meetings/seminars for members, non-member attorneys and outside groups
A. Schedule Meetings/Seminars/Special Events 20% 1. Conduct site visits for assigned meetings to assess functionality and confirm ADA compliance; revisit as necessary 2. Negotiate room rental and food & beverage rates with hotels and review hotel contracts for assigned meetings and events with Senior Managing Director of Meetings and NJSBA Assistant Executive Director and General Counsel 3. Reserve meeting space at the Law Center, hotel or other venue as appropriate 4. Work closely with Section and Committee Services Managers to plan special events for NJSBA sections and committees 5. Contact hotels and registrants when cancellations occur, update web and reschedule event 6. Provide back-up for weekly preparation of the meetings calendar, detailing specs for room set-up, a/v, food, etc.
B. Plan Meetings/Seminars 50% 1. Identify, determine and arrange for proper room set-up, a/v, catering and parking needs for meetings, working with the Senior Managing Director of Meetings, as assigned 2. Monitor registration counts for meetings and events to ensure guarantees are met and space availability is not exceeded 3. Assist Senior Managing Director in planning the Family Law Retreat, Mid-Year and Annual meetings, as well as other special events
C. Coordinate Off-site NJSBA Receptions and Dinners 10% 1. As assigned by, and under the supervision of, the Senior Managing Director of Meetings, coordinate meeting arrangements for events held off-site with staff members and/or section chairs 2. Negotiate contracts with hotels and NJSBA Assistant Executive Director and General Counsel 3. Attend dinner committee planning meetings when appropriate 4. Oversee invitation development and distribution 5. Attend off-site events, usually with other staff members; supervise registration, facility preparation and troubleshoot as necessary
D. Billing 10% 1. Provide Accounting with required billing instructions 2. Process invoices for payment
E. Other 10% 1. Collaborate with Senior Managing Director to streamline department operations 2. Make travel arrangements for officers and executive personnel, as assigned 3. Conduct registration for morning and evening meetings or special programs 4. Prepare reports for Mid-Year and Annual meetings 5. Prepare and monitor budgets for various meetings and events, as assigned 6. Perform other departmental/NJSBA tasks as assigned
Qualifications and Required Skills
A. Knowledge/skills/abilities • Proficient in Microsoft Word, Excel and Outlook • Experience in association management software a plus • Detail-oriented and accurate with excellent communication, organizational and follow-up skills • Able to work independently and as a team member in fast paced environment • Able to deal with all levels of staff; professional demeanor • Excellent customer service skills
B. Education/training/certification/license • Minimum high school diploma/equivalent
C. Experience • 3 years meeting planning experience or equivalent
D. Special Requirements • Some overtime and travel to outside meetings, including the NJSBA Annual Meeting
As the voice of New Jersey attorneys, we support our more than 18,000 members by fostering professionalism, advancing personal development and encouraging participation. The New Jersey State Bar Association is a voluntary membership that can keep you current, expand your network, influence legislative outcomes and provide exclusive discounts and benefits.
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