The Meeting and Events Planner is a highly visible role which demands extensive customer service skills, a high level of professionalism, and willingness to handle all planning and administrative details of meetings and events. The ideal candidate will reside in the Chicago-land area and must thrive in a challenging and fast passed atmosphere where prioritizing and multi-tasking are the norm. Exceptional attention to detail and first-class organizational skills are mandatory. This dynamic position will report to the Director of Marketing, Membership, and Education and work in a team environment to produce events, meetings and additional projects as required.
Oversee and facilitate all aspects of meeting planning from site selection, vendor negotiation, event registration, marketing, onsite staffing, pre-event coordination/rehearsal, and post-event reporting
Work on and plan multiple national meetings, large-scale conferences, and events for a variety of clients simultaneously
Work with Association Executives on digital management of contracts, speaker bios, session descriptions, handouts, RFPs, etc.
Create and send event marketing communications via email, web, and/or print
Send and track correspondence with speakers and sponsors/exhibitors
Coordinate creation of event publications and syllabus materials
Coordinate, collect, collate, and distribute materials for meeting participants (electronic/PDF versions of Board; NA regional, and steering committee meeting packets)
Prepare BEO information with event venues
Coordinate travel, lodging and expenses for participants traveling to meetings
Create and manage budgets and collection of registration, sponsorship income and exhibit fees
Work directly with registrants on problems and inquiries
Develop and maintain solid relationships with exhibitors/sponsors
Create/design event materials and signage
Oversee meeting preparation, supplies ordering and packing/shipping of event materials
Staff events and manage onsite event registration; includes occasional travel to regional and national meetings
Data entry and daily administrative functions
Create invoices and receipts as requested; track expenses for event budget reconciliation
Create and analyze online evaluations and prepare post-event reports
Other duties as assigned
Inherent Traits and Qualifications
Persistence, diligence, and patience
Works well under pressure and comfortable with changing deadlines
Technical competence and curiosity
Up to date on current trends in the meetings industry
Innovative and resourceful; actively seeks opportunities to improve meetings and events
Experienced at negotiating and building partnerships with vendors
Exceptional client service skills and enjoys working with the public
Strong time management skills and ability to manage concurrent tasks efficiently
Superior attention to detail; first-class organizational skills
High energy, positive, professional attitude, pride in work product
Basic web design experience and/or knowledge of HTML
Excellent written and verbal communication skills
Great team member: willing to roll up your sleeves and pitch in to help your colleagues when needed
Excellent verbal and written communication skills.
Excellent interpersonal and customer service skills.
Excellent organizational skills and meticulous attention to detail.
Excellent time management skills with a proven ability to meet deadlines.
Creative and effective problem-solving skills.
Ability to prioritize tasks and delegate them when appropriate.
Ability to respond to problems and to assist clients with a calm, courteous, and helpful manner and attitude.
Thorough understanding of legal regulations and permits required for events.
Proficient with Microsoft Office Suite or related software
Understanding of and ability to use social media as an integrated marketing communications tool
Flexible in terms of availability – accommodate various global time zone
Be able to convince/motivate members to follow program requirements
Certified Meeting Planner (CMP) or willing to pursue (see below)
5+ years professional meeting experience (nonprofit or association experience preferred)
Strong computer skills to include: Microsoft Office and experience using Impexium, Higher Logic, or other AMS/CRM/Association portal platforms
Knowledge – What AMCA will provide access and exposure to learning:
Training from peers and managers
Self-study: reading of publications and license agreement
AMCA Seminars, webinars, modules
Participate on select AMCA committees
Introduction to and communication with partners
Board of Directors
Support other association engagement activities
New program development
Willingness to continue professional education through participation/certification in programs such as one or more of the following:
This certificate is probably the most recognized on the list. It is a commonly recognized program in the industry, and it is a great way to set yourself apart as a dedicated meeting and event professional.
The CMM program was created by Meeting Professionals International (MPI) in partnership with Indiana University. The appealing thing about this certificate is that you can either take it onsite and in-person for an authentic classroom experience, or you can take it virtually.
Designed both for newcomers to the industry and seasoned professionals, it is a good certification to pursue if you are interested in the marketing side of events, and/or if you’re new to the industry and looking to stand out to employers and clients.
The Certified Association Executive (CAE) credential is the marker of a committed association professional who has demonstrated the wide range of knowledge essential to manage an association in today’s challenging environment.
Bachelors degree (preferred in Hospitality, Meeting, and Event Planning) or related field experience required
At least two years of experience in customer service, retail, event planning, or a related field
Located in the Chicagoland area (office in Arlington Heights, Illinois)
Why Work Here?
“AMCA is globally recognized in the HVAC space for technical excellence and product certification. We’re a diverse and collaborative group of people. Together we’ve created an environment where lifelong learners thrive as part of a dynamic organization that’s focused on mission and strategy for the benefit of the public and our members.”
Established in 1917, Air Movement and Control Association (AMCA) International is a not-for-profit association of manufacturers of fans, dampers, louvers, air curtains, and other air-system components for commercial heating, ventilating, and air-conditioning (HVAC); industrial-process; and power-generation applications. As part of its mission to “uphold industry integrity on behalf of AMCA members worldwide,” it maintains the AMCA Certified Ratings Program (CRP). In place for more than 75 years, the AMCA CRP assures not only that a product line has been tested and rated in conformance with AMCA standards and requirements, but that published performance ratings are accurate and reliable. AMCA certifies 20 different kinds of products, for 303 manufacturers around the world located in 30 different countries and on 6 continents. Th...ere are a total of 4070 products certified. Over the last five years, the total number of certified products has increased by 20 percent.
Company website: https://www.amca.org/
Company address: 30 W. University Drive, Arlington Heights, IL 60004