Meeting Management Associate

March 6th, 2019
Meeting Management Associate

Meeting Management Associate

  • Full Time
  • Entry Level
Job Category: Programs/Services
Location: Manhattan
Job Sectors: Community Improvement

Position Overview:   The Meeting Management Associate is responsible for providing administrative support in the furtherance of all matters regarding meeting management at AJLI. This includes a variety of critical functions in support of AJLI’s Conferences, and in some instances with Board and Governance Committee meetings. The position works closely with AJLI Staff from every area and with the meeting management firm. Significant travel is involved, including weekends.

Responsibilities and Essential Functions:

·         Contributes significantly to the long-term strategic direction of the department

·         Provides administrative support in the furtherance of all matters regarding meeting management

·         Maintains comprehensive and up-to-date files, both electronic and paper, related to AJLI meetings

·         Attends all AJLI meetings as required and provides support in a variety of areas on site as needed

·         Builds registration websites using Cvent registration software while coordinating the workflow of other departments

·       Serves as a key member of the AJLI team to administer all technical aspects of the AJLI conferences, including conference app and communications with delegates

·        Manages on-site registration check-ins

·        Handles a variety of correspondence with Leagues, members, meeting management firm, vendors, and others

·         Administers all travel-related logistics for staff and presenters

·         Liaises with conference venue hotels re housing and breakout room sets

·         Liaises with audio visual vendor before and during conferences to meet the needs of breakout sessions

·         Coordinates organizing, printing, and collating all meeting materials

·         Handles meetings related supplies orders and keeps up-to-date inventories

·         Manages shipping to and from conferences

·         Organizes regularly scheduled conference calls with site city Leagues

·         Organizes pre and post-conference meetings with staff

·         Reviews all bills and invoices related to conferences, including expense reports and prepares payment requests for approval and submission to the Finance Department

·         Working with the Finance Department, tracks expenses for each conference

Required Skills and Competencies:

·         Event Professional; Certification by Cvent

·         Excellent Microsoft Office skills especially Excel, Word and PowerPoint

·         Very high level of accuracy and attention to detail

·         Excellent interpersonal skills

·         Top notch written communication skills, demonstrable ability to create letters, memos, etc.

·         Excellent proofreading skills

·         Eagerness to learn and grow with a can-do attitude

·        Commitment to outstanding customer service and cultural competence

·       Team player and problem solver

·        Ability to multi-task and keep priorities aligned to objectives

·         Ability to work independently or as part of a team, as necessary

·         Available for travel approximately 6-8 times per year for 4-6 consecutive days, including weekends

·        Ability to manage shipping to and from conferences involving moving 20-50 pounds boxes by lifting, carrying, loading and unloading onto carts and pulling

Required Experience and Education:

·         Bachelor’s degree or the equivalent

·         Three (3) or more years of experience in a support position with similar responsibilities regarding customer service and cross-departmental functions

·         Certified Meeting Planner (CMP) a plus

·         Knowledge of or interest in The Junior League, women’s community leadership, fundraising, the nonprofit sector and volunteer development

·         Commitment to and understanding of volunteers and voluntarism as demonstrated by current or previous service as a volunteer is a strong plus

 The Association of Junior Leagues International, Inc. is an Equal Opportunity Employer. AJLI does not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. 

How to Apply:  Please submit a cover letter and your resume via email, to [email protected].  Please include the title: Meeting Management Associate in the subject line of your email.

The Association of Junior Leagues International, Inc.

Women Building Better Communities

  • 80 Maiden Lane, Suite 1504
  • New York, NY 10038
  • USA
  • Phone: 212-951-8300

To apply for this job email your details to HR@AJLI.org

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