Bachelor's Degree and 3-5 years of experience in meetings management or 5 years meetings experience with at least three in meetings management;
Experience with cost analysis and budgeting;
Solid understanding of hotel room block, meeting and facility management, including contract interpretation; food and beverage selection; etc;
Advanced experience with an understanding of computers, business software applications, Microsoft Word, Microsoft Excel;
Preferred experience with Salesforce platform and Cvent Registration Management
Project management ability, leadership ability, good organizational, facilitation and motivation skills, strong interpersonal, oral & written communication, and analytical skills;
The ability to exercise leadership within a work team.
Coordinate the planning
and execution of off-site conferences, seminars and workshops managed by the
Association. Coordinate similar
activities for on-site meetings and catered events. Coordinate activities associated with AMT's
staff travel program.
Primary Job Functions:
Manage and coordinate meeting support functions for assigned meetings and events, including: development of meeting requirements, cost analyses, development of budgets, management of room block, preparation of management reports, coordination of the registration process and management of on-site meeting logistics.
Process meeting registrations. Generate confirmation letters, registration lists, badges, tent cards and reports related to meetings and conferences.
Coordinate speaker support - including coordination of A/V requirements, bios, content outlines, handouts, hotel and travel arrangements; and departmental files.
Act as a resource in the development of marketing plans and promotional materials for assigned meetings.
Manage communications and information flow with contracted hotels, including preparation of function sheets, banquet event orders, pick up reports and room block management. Manage set-up and logistical requirements with hotels.
Administer AMT's travel program in connection with assigned events and activities - including itinerary design, ticketing, and maintenance of individual travel records.
Manage on-site meeting logistics, hotel operations, suppliers, and registration in support of sponsoring departments, as assigned.
Assist with the management of hotel room blocks and meeting room assignments to exhibiting companies for the International Manufacturing Technology Show.
Maintain and update computer databases and spreadsheets relative to the responsibilities of the position.
Maintain the electronic meeting room calendars, entering meetings as assigned and producing reports as needed.
Maintain existing documentation of departmental work processes.
Administer activities relative to job function in the implementation of AMT's strategic plan.
Perform other duties, as assigned.
Provide RFP information for hotels and meeting facilities.
Provide information and advice for decision-making to other Association departments.
Respond to questions and inquiries from staff, members and other organizations and companies relative to the responsibilities of the position.
Consult and confer with association staff on projects and work processes for which the position is responsible.
Communicate and share progress on work processes and projects with supervisor and other members of departmental staff.
Job Responsibility and Job Complexity:
Has no supervisory responsibility but has some, but not considerable, influence on and guidance of the actions and operations of others inside and outside the Association;
Has considerable impact on the department's internal productivity and on the association's reputation;
Requires frequent judgment to interpret and carry out assigned work activities. As a result, it requires considerable problem solving to carry out work assignments;
The ability to perform manual tasks that require lifting 25 pounds.
Requires moderate travel to complete assignments and
represent AMT at various venues.
Has some technical latitude to accomplish work assignments
of self and/or others; work is generally reviewed in terms of work results.