Meeting Planner Associate - Rosemont, United States - American Association of Oral and Maxillofacial Surgeons

American Association of Oral and Maxillofacial Surgeons

Verified Company

Rosemont, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Small 50-60 close knit staff, 9000 member specialty association. Average staff tenure is 11 years. Great benefits & working environment.
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Office open with staff currently working 3 days per week in the office and 2 days per week working remotely. This is not a fully remote position. Must be able to reliable commute to the office 3 days per week._

AAOMS JOB DESCRIPTION

POSITION:
Meeting Planner Associate

STATUS:
Exempt

REPORTS TO:
Senior Meetings Manager

OVERVIEW

The Meetings Staff Associate reports to the Senior Manager of Meetings and Events and works closely with other members of the meetings team to plan and execute logistics for the Annual Meeting, Dental Implant Conference, regional meetings, and committee meetings.

KEY ACCOUNTABILITIES:

Train as Housing support and contact for the Annual Meeting and DIC Conference
Plan and execute all committee meeting food and beverage with internal departments and vendors
Provide logístical and onsite support for the Annual Meeting, Dental Implant Conference, and other small meetings
Provide logístical support for association offsite and headquarter meetings
Process department invoices
Work closely with the Senior Meetings Manager and other Meetings staff for all meetings
Support with planning of Annual Meeting, Dental Implant Conference and other special events including inhouse receptions
Provide switchboard backup support
Assist with data entry for yearly processes for Meetings and signs
Assist with special projects as assigned by the Senior Meetings Manager and Associate Executive Director
Support with planning and executing online virtual events and meetings
Conduct site searches, generate RFPs, analyze bids for committee meetings and education programs as directed.

DETAILED DESCRIPTION OF KEY ACCOUNTABILITIES:

Support projects for the small, offsite, and annual meetings such as menus, floral and other items as needed
Review and process contracts for committee dinners
Assume onsite logístical responsibilities for meeting room setup as assigned by the Senior Manager and other Meetings staff
Assist with contracts for logístical services for Advanced Education and Practice Management educational programs; OMS Foundation and other AAOMS departments
Train as the logistics lead for committee meetings and other headquarter meetings
Process meeting invoices from vendors and assist to reconcile hotel master account for meetings
Prepare on site specifications and onsite folders for each meeting (other than annual and dental implant) providing support to departments executing offsite meetings
Utilize the current meeting management system (Cadmium CD) for logistics, specs, and reports.
Travel to the Annual Meeting and Dental Implant Conference to assist with onsite meeting management
Proof meeting logístical documents as necessary
Development of meeting function sheets, logistics and menus of designated meetings and special events
Plan and execute assigned inhouse food and beverage for meetings with internal departments and vendors (committees and Laskin Institute
Key Housing liaison for all committee meetings, inhouse and offsite small meetings
Train as Housing contact for the Annual Meeting and Dental Implant Conferences Includes assisting to work with main contact to the housing company for online setup, deadlines, and reports. Updating and comparing rooming lists, creating internal reports, and handling the daytoday housing and meetings inquiries
Performs other similar or related duties as requested or assigned by Senior Meetings Manager and Associate Executive Director
Supports BOT and attendees on technology and login issues during hybrid and virtual meetings
Travels to the second Annual Meeting site visit.