Convention and Meetings Specialist

Great opportunity to join a premier association with more than 23,000 members worldwide who have been transforming and improving our mission for over 100 years. The primary responsibility will be to assist with the coordination for the Annual Meeting.

• Working closely with supervisor to manage member database
• Works with members on their arrangements for annual meeting
• Coordinates ground transportation directly with members
• Responsible for invoice management
• Provides administrative support and maintains both electronic and paper filing systems for the tracking of contracts
• Organizes meetings and creates annual meeting pre-planning and onsite documents
• Assembles e-mail distribution list and sends e-mail blast
• Assists with annual meeting budget process and processes invoices and maintains budget spreadsheets
• Provides administrative support to the Operations team for weekly/monthly internal and external team meetings.
• At the Annual Meeting, provides support to the team by doing room checks and overseeing assigned areas or sessions

• 3-5 years of meeting planning, hospitality or project administration experience preferred
• Experience maintaining Excel databases, multiple timelines and multiple projects
• Proficient level of Microsoft Office Suite including Word, Excel and PowerPoint software required
• Ability to complete multiple tasks in a fast-paced environment, ensuring deadlines met
• Must be available to work Monday through Friday, and must be available for occasional weekend and/or extended hours as required
• Travel to Annual Meeting and various offsite meetings and courses required