Are you a strong collaborator with excellent project management skills? Do people describe you as organized, responsive and able to multi-task? If you are seeking a position that will be hands-on in the life cycle of meeting coordination and have a desire to be a part of our growth and success, this opportunity is for you! Our Meetings Services Coordinator opportunity will elevate your skills to the next level within an environment where you won't feel like a number. The American Academy of Periodontology (AAP) and the profession are at a very exciting juncture where opportunities to re-image what exists and create new abound.
The American Academy of Periodontology is a professional dental association that represents approximately 7,500 practicing Periodontists. We are the voice for Periodontists as the collaborative partner to achieve optimal oral health. It is our mission to champion member success and professional partnerships for optimal patient health and quality of life. Our office is located in downtown Chicago just off of the Mag Mile, close to Water Tower Place and the Museum of Contemporary Art. Within our building there is a brand new workout facility and great views of the lakefront. To learn more about our organization, please visit us at www.Perio.org.
The Meetings Services Coordinator manages all aspects of committee meetings taking place at AAP's office throughout the year as well as supporting our Meetings Services staff in the office and on-site at our Annual Meeting.
Coordinates all aspects of 10 20 internal, annual meetings to include coordination of housing, food and beverage, audio-visual, transportation, off-site events, vendor relationships and billing reconciliation. Additional responsibilities include assisting with registration, logistics management, organization and maintaining of registration materials and history reports.
Acts as liaison between our contracted travel vendor and AAP staff for the submission of approved air travel lists, manages monthly travel reports and assists the Finance Department with budget reclassification.
Works with our Office Administrator in coordinating our Annual meeting host city to allocate function space for affiliates, exhibitors and alumni organizations as well as assisting the Exhibits Manager with insurance certificate file management.
Manages the Meetings Services Department's incoming calls and email correspondence as well as ordering of supplies.
Updates emergency procedures manual and Meetings Services Manual as needed.
Works with the Marketing team to develop Annual Meeting mobile app and provides data to allow for effective functionality.
Assists with drafting and posting online meeting surveys as required.
Attends all required staff meetings, and drafts agendas for vendor and Annual Meeting update calls and meetings.
Coordinates and tracks production timelines and creates schedules for internal and external meetings.
Bachelor's degree (B. A.) or equivalent experience
Excellent organizational abilities, detail-oriented, ability to multi-task and work under pressure in a fast-paced environment is essential.
Exceptional written, verbal and interpersonal communication skills, presentation skills, follow-up and negotiation skills with the ability to maintain positive relationships with executives, members, coworkers and vendors.
Experience in the management of banquet, meeting and audiovisual orders preferred.
Previous experience with Microsoft Office applications. Knowledge of event management software is a plus.
Ability to prioritize and manage multiple projects concurrently.
The desire to continually improve, seek learning opportunities and increase individual and organizational capacity.
Ability to travel and work extended hours and weekends as required.
Valid passport and travel documents are required.
The American Academy of Periodontology Offers:
A culture of 'work-life' balance with a 7 hour work day and summer hours
A competitive salary, as well as great benefits, including generous paid time off, medical benefits, vision, dental, disability, life, and a 401k plan with an employer match. This is just a snapshot of all that The American Academy of Periodontology has to offer!
If you consider yourself to be a person who likes to work collaboratively and possesses strong project management and organizational skills, we would like to speak with you! AAP fosters a culture of trust, transparency, open communication and respect for others. For consideration, please forward your resume along with cover letter by clicking the apply button.
The American Academy of Periodontology is an Equal Opportunity Employer
Internal Number: 116100
About American Academy of Periodontology
The American Academy of Periodontology (AAP) is an 8,400-member professional organization for periodontists - specialists in the prevention, diagnosis, and treatment of diseases affecting the gums and supporting structures of the teeth, and in the placement of dental implants. Periodontists are also dentistry's experts in the treatment of oral inflammation and receive three additional years of specialized training following dental school. Periodontics is one of the nine dental specialties recognized by the American Dental Association.
The Academy's purpose is to advance the periodontal and general health of the public and promote excellence in the practice of periodontics.