NATURE OF POSITION: Supports the Conferences and Events Department in everyday meetings and conference planning activities including assistance in the following:
Manage conferences in-box and respond to inquiries for information on IAFC-sponsored events and assist with outreach calls.
Coordinate internal meetings at Headquarters, including room rentals, hotel blocks, and F&B needs.
Market Research on competing conferences.
Manage conference web pages and assist on marketing materials.
Speaker management – track speaker tasks in event management system
Manage and build conference registration.
Assist in the planning of IAFC conferences and events, including reviewing contracts, assisting conference manager with ordering food & beverage, audio-visual, space assignments, registration builds, and data management.
Develop requests for proposal (RFP) for various services and compiling responses.
Serve as primary contact for invoicing and processing payments.
Additional duties as assigned
Policy Formulation: None.
Planning: Assists with department long-range planning and participates in the program planning process for assigned conferences/meetings. Assists in planning of content and logistics for assigned conferences. With guidance from the director, plans own priorities.
Decision Authority: Assists the department in reviewing and approving contracts for convention centers, hotels, facilities and service providers. Assists conference and events department with assigned conference responsibilities.
Budgetary Responsibilities: Makes recommendations on potential cost-saving programs. Assists in the development of the department’s annual budget.
BACKGROUND REQUIREMENTS OF INCUMBENT:
Education: Four-year degree in management or equivalent experience in meeting planning/management.
Skills: Excellent writing, communications and organizational skills. Excellent computer skills, with knowledge of word processing, spreadsheets, databases and other computer software applicable to conference management. Ability to delegate and to work as part of a team (in some cases, as team leader). Experience with Cadmium and Swoogo a plus.
Relevant Experience: One year related work experience in conference/meeting planning and organization.
SUPERVISION REQUIRED: This position requires supervision. Incumbent sets own daily priorities and receives specific tasks from the director. Functions in a team setting, supporting the overall efforts of the department and the association.