*Answer telephone, greet visitors to the office, open and distribute mail * Order office supplies, assist in keeping stock room/ kitchen orderly and maintain office equipment * Send meeting notices (and invitations) and record RSVPs (for both the Meeting and the Society) * Attend after-hours (evening) meetings at the office and off-site (assist with room set-up, printed materials, etc.) * Assist with accounts receivable/payable, depositing of checks and working with accounting department for 1099s * Coordinate production of formal and casual letterhead, business cards and other business printing * Manage conference room including shared calendar of events and ordering supplies/food for various events * Order and pick up all plaques and awards (new members, officers, speakers, dignitaries) * Maintain the Meeting and Society History Box by adding all annual print materials for archiving * Train and assist in supervising winter Intern
Hinman Meeting * Maintain speaker databases and files (contracting speakers, managing the speaker portal, collecting forms and coordinating various correspondence) * Coordinate all speaker/host/chairman/scout/staff travel arrangements (booking flights, ground transportation and hotel accommodations) * Oversee all Hosts and plan the annual Host Meeting * Oversee Arrangements Committee and coordinate speaker welcome materials (speaker packets, gifts, plaques) * Order and organize all mailing lists and process Hinman meeting brochure requests * Work onsite at Hinman office (and at special events) during the meeting * Coordinate the annual Scholars Luncheon including both pre-planning responsibilities and onsite management (communication with schools & scholars, travel, expenses, plaques, applicant deadline management)
Society *Assist Member Services Manager in all phases of Society operation including quarterly membership meetings (pre-registration, name badges and onsite registration area), the Annual Meeting and maintaining the Society portion of the website * Assist Membership Services Manager with all Society publications (newsletter, annual meeting and membership meeting notices, dues payments/late dues notices and other duties) * Maintain membership database * Process all new members applications and site visitation forms * Attend Society Annual Meeting and manage assigned tasks as needed
*Four-year college degree required: candidate with convention/hospitality management degree preferred * Prefer candidate with some experience in the convention/hospitality profession * Must possess Microsoft Office Suite knowledge (Word, Excel, Outlook, PowerPoint) * Prefer candidate with database management experience and ability to merge data into various formats * Candidate must be very organized, flexible and detail-oriented, while working on diverse projects * Must have good verbal and written communication skills * Candidate should enjoy talking to and working with people (personally and by phone) and possess excellent customer service skills * Candidate should have a professional (business-like) appearance
About Hinman Dental Society
The Hinman Dental Society is a non-profit organization dedicated to the delivery of high-quality continuing education for dentists and all members of the dental team. The 800-member Society, headquartered in Atlanta, hosts The Thomas P. Hinman Dental Meeting in March each year that attracts 20,000+ dental professionals. In addition, the Society hosts more than 50 smaller meetings each year.