Associate Meeting Planner
Location: DC Metro Area
Type: Full-Time
Industry: Non-Profit
Job Summary
Our dynamic non-profit trade association client is looking for an Associate Meeting Planner. The Association has a three-person meetings department who plans and coordinates logistics for thirteen major workshops, an annual conference, quarterly webinars, and various member forums (virtual and in-person).
Under the supervision of the Senior Director of Meetings and Education, the Associate Meeting Planner assists with the development and coordination of logistics for Association-sponsored meetings, educational courses, webinars, and workshops. This position will be the point person for the meeting database data entry and reports, as well as virtual and in-person event registration management and customer service.
Responsibilities include but are not limited to the following areas:
- Coordination of on-site meeting logistics, including set up of meeting space, registration, audio visual, and oversight of all related events and food/beverage functions
- Oversees registration including quality control of registration processing and related customer service
- Reviews and tracks hotel sleeping room blocks for attrition cut offs, cancellations, rooming lists, etc. and provides weekly reports to Sr. Director
- Develops and manages timelines for event planning committees, including collection of required worksheets, speaker information and agenda/schedules
- Coordinates the meeting sponsorship and exhibitor logistics including assisting with prospectus planning, contracting with sponsors/exhibitors, and fulfillment of sponsorship items, events and other related benefits
- Develops sponsorship recognition for website, printed materials, signage and onsite slideshow to ensure compliance with all Continuing Education Accreditation/Recognition Criteria and Standards
- Creates and prints participant name badges, tent cards, signage and other meeting materials
- Generates attendee lists, special event tickets, evaluations, and other related reports from meeting database
- Creates meeting packing checklists, labels, and box contents reports. Prepares and packs meeting supplies for shipment
- Assist with implementation of the Association’s continuing education programs to ensure compliance with all Continuing Education Criteria
- Assists Sr. Director with administrative duties
- Other duties and responsibilities as assigned
Role Requirements & Preferences
- High degree of professionalism in both demeanor and presentation
- Bachelor’s degree in the hospitality preferred and/or 1-2 years of related meetings/events experience
- Self-motivated and works well under pressure
- Excellent problem-solving and communications skills
- Outgoing, customer service-oriented attitude
- Ability to handle shifting activities and multiple tasks simultaneously
- Strong attention to detail and strong work ethic
- Proficient with Microsoft Office Products (Word, Excel, Outlook, Teams, and PowerPoint)
- Ability to learn new technologies and processes quickly
- Comfortable working closely with a small, close-knit team
- Travel (approximately 10%) which could include weekends
- Knowledge of meeting or association industry is preferred
- Familiarity with iMIS database (or similar platform) is preferred
- Experience managing webinars and other virtual events/learning platforms is preferred
Benefits
- Ability to work remotely portion of the work week
- 401k & SEP IRA
- Health, Dental and Vision benefits
- Free parking
- Paid leave
The Associate Meeting Planner is perfect for someone with 2-3 years of experience in the meetings industry, or someone who’s looking to get back into the industry after a hiatus.
This role offers a competitive salary and robust benefits package.