The Meetings Specialist works with staff across all society departments to execute meeting logistics, including space allocations, catering, housing accommodations, travel, audiovisual needs, VIP support, and administrative processing for invoices and budget documentation. This position requires a high-performing and enthusiastic individual who can provide superior customer service and enjoys maintaining processes and procedures. This position supports the needs of all locations following established processes and procedures. The ASH conference center, located on the 10th floor of the L Street Building, is a 5,502 square-foot space where ASH holds its committee and program-centric meetings, ranging in size from 10-50 participants. Additional small "team rooms" are located on Floors 5 through 9, where staff can hold department meetings for up to 12 participants or be used occasionally for breakout sessions for meetings held in the conference center.
ESSENTIAL DUTIES AND RESPONSIBILITIES (Duties that occupy a major portion of time and importance in the job)
Oversee the day-to-day utilization and assignments of conference center rooms and manage space using web-based meeting room scheduling systems, such as Resource Scheduler and Outlook.
Identify booking conflicts or potential booking conflicts, suggest solutions, and if not immediately resolved, discuss such conflicts with the Manager, Meetings.
Collaborate with staff liaisons before, during, and after their events, maintaining a positive relationship and promptly responding to inquiries and requests.
Send initial confirmations to staff liaison in connection with bookings and follow-up at specified intervals prior to the event to confirm the status of the meeting, the accuracy of participant counts, the need for special equipment, etc.
Assigns meeting spaces using a web-based application such as Aventri for registration, hotel, and travel needs of attendees.
Notifies ASH's official travel agency of the approved travelers' list for all meetings entered in the Aventri registration system.
Ensures travel booked through ASH's official travel agency matches the attendees expected arrival/departure date, follow-up with attendees if modifications are needed, and flags any variations immediately through established protocols for addressing.
Submits logistics of hotel meetings to ASH's headquarters hotel within defined parameters and matches the attendees' expected travel arrival/departure date, follow-up with attendees if modifications are needed, flagging any variations immediately to the staff liaison for addressing.
Designs room layout and seating charts using a web-based application such as Social Tables; gathering required approval from Senior Staff when appropriate.
Places catering requests, including ordering and overseeing the contractors accountable for set-up, clean-up, and monitoring meeting participants' needs during the meeting.
Coordinates off-site events, such as dinners, including reservations, ordering, overseeing set-up, pre-event on-site review of venue space, and processing invoices for conference center meetings.
Responsible for other requested services so that security, after-hours/building/elevator access, etc. are provided seamlessly and events run smoothly and efficiently.
Provides staff liaisons with timely and accurate reporting, following established processes and procedures, for entries in the web-based registration system.
Facilitate "pre-con" meetings involving all relevant parties when complex or large-scale events are being planned or finalized.
During a Meeting
Ensure event details are accurate in the web-based meeting room scheduling systems. Complex meetings may require creating comprehensive meeting resumes to document events and ensure all detailed information is shared with all relevant parties.
Facilitate weekly planning meetings with relevant parties to review upcoming events, answer questions from staff members, and discuss relevant logistical matters. Some meetings may require daily meetings, depending on their complexity.
Ensure meeting rooms are set up correctly, with the proper equipment and amenities, prior to the start of the meeting.
Responsible for daily "call-around" for next-day events, getting final confirmation of the meeting's time, number of participants, audiovisual presentation materials, menus, room set-up, billing information, etc.
Provide instruction to meeting host on using equipment such as Zoom, Creston, or audio-recording deck.
Greet the host and ascertain any new requests. Introduce the host to the contractor(s) responsible for set-up, clean-up, and monitoring meeting participants' needs during the meeting.
Conduct "post-conference/debrief" feedback sessions with staff liaisons to obtain first-hand event feedback.
Conduct operational and financial closing procedures for meetings.
Provide administrative support to the Meetings, Manager in compiling information to complete the yearly budget guidance document.
Conduct monthly inspections of the conference center kitchen, privacy room, and business center to ensure pristine conditions and maintenance of the meeting space, including maintaining basic office supplies and catering supplies.
Provide an outstanding level of customer service designed to exceed the goals and objectives of each client using the Conference Center.
Provide administrative support for general inquiry phone calls and emails into the Meetings mailbox.
Occasionally assist with off-site staffing of meetings.
Responsible for occasional attendance at or support of ASH-sponsored meetings and events outside of normal working hours.
QUALIFICATIONS, KNOWLEDGE, AND SKILLS REQUIRED:
Bachelor's degree or equivalent experience and at least three years’ experience independently planning and coordinating logistics for in-house meetings.
Demonstrated strength in organizational skills and attention to detail.
Ability to interact and communicate effectively with staff, members/non-members, meeting attendees, and vendors.
Efficient management of time to meet schedules/deadlines and handle multiple assignments simultaneously.
Exceptional communication and interpersonal skills.
Computer proficiency and adept at learning new software. Familiarity with MS Office products, meeting room scheduling, room diagramming, and registration software.
Ability to work under pressure, and confidentially with professional conduct.
Flexibility with schedule and willingness to work overtime during the heavy conference season to meet deadlines.