The Associate is an integral part of the Meetings team within Global Business Operations. This position reports to the Director, Meetings and Events – Business Operations, and works with ULI regional teams on the planning, management, and delivery of events across the global ULI network.
This is a full-time exempt position located in Washington, D.C.
· Manage the upkeep and organization of Spring and Fall Meeting hotel contracts. Ensure that direct billing is established and terms of contract are being met.
· Manage staff, vendor, speaker, and VIP hotel reservation process for Spring and Fall conferences. Oversee contracted concession fulfillment.
· Liaise with hotels and ULI’s housing vendor as it relates to ULI’s master account at each hotel. Participate in preconference meetings with ULI’s contracted hotels.
· Review weekly pickup reports, room inventory, and final housing reports. Assess patterns and assist with recommendations for room block adjustments.
· Review hotel master accounts for accuracy and reconcile final invoices. Ensure that invoices are coded correctly to ULI departmental budgets and reconciled with ULI Finance.
· Work with ULI housing vendor on the housing reservation site and any housing, oversell, and customer service issues that may arise.
· Serve as liaison for Product Council Day events at Spring and Fall conferences. In conjunction with ULI’s logistics vendor, assist with event space contracts, food and beverage orders, and overall planning as it relates to the activities taking place on Product Council Day.
· Serve as support role to the Meetings and Events team during the planning of ULI’s Spring and Fall Meetings, and related events including coordination with contracted logistics, housing, audiovisual, catering, general contractor, security, shuttle, first aid, entertainment, and personnel vendors.
· Keep abreast of industry trends and technology and make recommendations for integrating new technologies that will lead to greater efficiencies and delivery of services.
· Be an advocate for Business Operations and Event Logistics expertise throughout the broader ULI. Work within Business Operations to extend the team and service offerings in line with stated global evolution objectives.
· In addition to Spring and Fall conference logistics, the person hired for this role will serve as support to Global Business Operations meeting and events. Responsibilities to include:
o Managing hotel or venue contracts for other ULI departments; and
o Serving as liaison among staff, contracted vendors, and hotel.
· Planning and on-site management for ULI’s Advisory Services panels and education programs to include:
o Assisting with hotel selection for meeting space and sleeping rooms.
o Creating event function sheets and finalizing banquet event orders.
o Coordinating all on-site logistical needs.
o Identifying appropriate local restaurants and other necessary venues.
o Coordinating with project manager and city sponsors regarding the week’s agenda and any special needs or concerns.
o Overseeing supply inventory and shipment of supplies.
o Creating “know before you go” information packets that include logistics memo, hotel information, biographies of panelists and contact list, team assignment/scope, and relevant panel reports, name badges, and tent cards.
o Managing invoices and processing final payments for hotels, venues, and panelist reimbursements.
· Bachelor’s degree required.
· Experience with hotel and facilities contract negotiations.
· At least two years’ experience functioning as a meeting planner, with commitment to achieving a CMP certification preferred.
· Proven, measurable success in the logistical management of meetings, networking events, and other events for executive-level groups.
· Self-directed, resourceful, and flexible, with the ability to initiate tasks and assume responsibility for them.
· The ability to successfully handle multiple priorities, work well under pressure, and adapt quickly to shifting duties and responsibilities. Must be able to prioritize work and be able to manage several projects concurrently.
· Strong oral communication and interpersonal skills. Ability to interact with members and ULI staff at all levels.
· Strong organizational and time management skills to meet deadlines and follow up with final details, as well as a commitment to detail and accuracy.
· Ability to work with minimal supervision to produce a high-quality product and successful outcome.
· Excellent writing and proofreading/editing skills.
· Able and willing to travel, approximately 30 days per year, on week-long panels as well as Spring and Fall conferences.
· Familiar with and proficient in Microsoft Office products and database management.