Meetings and Events Manager

Arlington Heights, IL
Full Time
Mid Level
 
Department:Reports to:
Association EngagementSr. Director, Association Engagement
Employment Status &FLSA Status:Effective Date:
Exempt, full timeApril 2024
 
Job Function:
The Association Manager, Meetings and Events is a highly visible role which demands extensive customer service skills; a high level of professionalism, written and spoken communication skills; and willingness to handle all planning and administrative details of the association’s meetings and events. The ideal candidate must thrive in a challenging and fast paced atmosphere where prioritizing and multi-tasking are the norm. Exceptional attention to detail and first-class organizational skills are mandatory. This dynamic position will report to the Sr. Director, Association Engagement and work in a team environment to produce events, meetings and additional projects as required.
 
Job Responsibilities:
  • Oversee and facilitate all aspects of meeting planning from site selection, vendor negotiation, event registration, marketing, onsite staffing, pre-event marketing and coordination/rehearsal, and post-event reporting
  • Work on and plan multiple national meetings, large-scale conferences, and events for a variety of clients simultaneously
  • Work with Association Executives on digital management of contracts, speaker bios, session descriptions, handouts, RFPs, etc.
  • Create and send event marketing communications via email, web, and/or print
  • Send and track correspondence with speakers and sponsors/exhibitors
  • Coordinate creation of event publications and syllabus materials
  • Prepare BEO information with event venues
  • Coordinate travel, lodging and expenses for participants traveling to meetings
  • Create and manage budgets and collection of registration, sponsorship income, and exhibit fees
  • Work directly with registrants and their guests on problems and inquiries
  • Develop and maintain solid relationships with exhibitors/sponsors
  • Work with internal and external resources to create/design event materials and signage
  • Oversee meeting preparation, supply ordering, and packing/shipping of event materials
  • Staff events and manage onsite event registration; includes travel to regional and national meetings
  • Data entry and daily administrative functions
  • Create invoices and receipts as requested; track expenses for event budget reconciliation
  • Create and analyze online evaluations and prepare post-event reports
  • Other duties as assigned
 
Education and Experience:
  • Bachelors degree (preferred in Hospitality, Meeting, and Event Planning) or related field experience required.
  • At least two years of experience in customer service, retail, event planning, or a related field.
 
Work Environment and Physical Demands:
  • Typical office setting
 
Travel Requirements (if applicable):
  • Approximately 40% travel
  • Must have a valid passport as international travel is required.


 

This position, and all others at AMCA International may be modified at any time. To ensure operational efficiency and meet the changing needs of our members and business, other duties may be assigned as needed.

At AMCA International we are committed to ensuring equal opportunity in all aspects of employment.

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

No relocation is available.

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