The Meetings and Events Assistant is responsible for assisting with all logistical arrangements for association’s convention, events and other meetings in collaboration with the entire Convention management team.
Provide logistical support for all meetings and events of the association.
Maintain all convention logistical and set-up records in the database.
Update text on website convention pages.
Handle general exhibitor and convention attendee inquiries.
Fulfill requests for information.
Assist the Meetings and Events Manager to plan and coordinate all activities to successfully execute all meetings and events for the association.
Prepare certificates of attendance, PDU forms, and post-convention surveys.
Assist in the preparation of information for the convention program guide.
Coordinate the shipping of convention materials by preparing box labels and keeping an accurate manifest, including the ordering and packing of supplies.
Assist with entering meeting specifications into the database including room sets and audiovisual requirements.
Assist in the preparation of information to go into the Convention Mobile App.
Oversee registration set-up, temporary staff, and bag stuffing during the convention.
Perform post-program duties, such as assisting in reconciling bills and restocking returned materials.
Assist Meetings and Events Manager and Exhibits Manager with onsite preparations.
Support the Director of Convention and Meetings and Events Manager on-site during the Convention.
Ensure that meeting rooms are set-up per the requested specifications.
Respond to calls and e-mails related to the convention.
Maintain a high level of professionalism and competence.
Other duties as assigned
EXPERIENCE, SKILLS, AND QUALIFICATIONS:
A minimum of two years of experience in meeting planning with an association or hotel
Skilled in word processing and data entry
Knowledge of Ai or other program databases
Experience in planning large city-wide convention a plus
Ability to travel and work irregular hours
Knowledge of convention center operations
Additional Salary Information: Please include salary requirements with your application/resume.
The American Council on the Teaching of Foreign Languages (ACTFL) is dedicated to the improvement and expansion of the teaching and learning of all languages at all levels of instruction. ACTFL is an individual membership organization of more than 12,500 language educators and administrators from elementary through graduate education, as well as government and industry.Since its founding (in 1967), ACTFL has become synonymous with innovation, quality, and reliability in meeting the changing needs of language educators and their students. From the development of Proficiency Guidelines to its leadership role in the creation of national standards, ACTFL focuses on issues that are critical to the growth of both the profession and the individual teacher.