Job Description

This position is responsible for planning, coordinating, and implementing various meetings and events in a variety of venues throughout the Association, including the Home Office and other regional offices and venues. This position also provides various support functions, including vendor relations, marketing, and administrative support for the Association’s Leadership Team, and staff.

Events/Meetings Management

• Plans and executes internal and external meetings, conferences, and training events through location identification, hotel negotiations, catering/menu selections and preparations, guest accommodation needs, hotel invoice payment, employee communications, onsite coordination, internal staff support, and other needs.
• Engages vendors, negotiates contracts, tracks and reports expenses, schedules transportation, coordinates rooming lists and event registration, sets up meeting rooms and displays, distributes event materials, and other onsite assistance.
• Consistently and effectively communicates with Association and external contacts/departments/vendors.
• Develops creative approaches to provide more effective and efficient value to event participants.
• Maintains master calendar of events and provide consistent, effective communications to all participants and Association staff.
• Maintains food and beverage inventory and needs at the Home Office and for each event, including ordering, invoice payments, disposal of items, etc.
• Ensures Home Office/conference facility(ies) is serviced and presentable both before and after meetings and events.

Administrative Support

• Provides logistical support for members of the Association’s Leadership Team and staff, including overnight accommodations, flights, rental cars, etc.
• Provides support on Association special projects including, but not limited to, mailings, material distribution, meeting materials such as name tents, name tags, PowerPoint presentations, etc.
• Manages the corporate apparel orders for the Home Office.
• Oversees general maintenance needs for the Home Office, under the direction of the Fleet and Facilities Manager.
• Provides support to Fleet & Facilities Manager as needed.

Education

Bachelor’s Degree or equivalent experience in event planning, marketing, communications, or related field.

Prior Work Experience

Minimum of 2-3 years of professionally progressive work experience in the hospitality industry, with emphasis on corporate events and meetings preferred.

Certifications

Professional certification preferred but not required.

Other Skills and Abilities

• Ability to manage multiple events simultaneously following basic project management guidelines.
• Demonstrated excellent professionalism and communication skills (verbal presentation, written communication) with all levels of staff, executive management, hotel management, and other in the hospitality industry required.
• Strong planning and organizational skills required.
• Proficient with Windows-based software, including Microsoft Office Suite products, online registration, and other programs as needed.
• Ability to work independently with minimal supervision.
• Ability to travel for events, meetings, trainings, conferences, etc., with some overnight travel required.