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Specialist, Conference Services

Job Location


General Summary


Provide administrative and financial tracking support to the Senior Director of Conference Services, AAIC Planning Committee and department staff. Supervises all budget requirements from all departments.

Essential Job Functions

ยท         Draft/type correspondence, memos, reports, minutes and other departmental documents; answer telephone calls, update department voicemail and respond to AAIC emails consistently; assist department staff with copying, faxing, filing and distribution of various documents; maintain inventory of department supplies. Sort and distribute department mail.

ยท         Coordinate weekly department meetings and monthly AAIC Mtgs through Outlook. Maintain department calendar for outside meetings, conferences, travel time, and other time away.   

ยท         Create, edit and maintain template files for departmental information and programs. Create and maintain Access databases for conferences and small meetings.

ยท         Prepare function book templates with basic SQL programming to assist department staff with data entry automation. Create budget templates to track and forecast year end results throughout the year. Run various MAS 500 reports and Team Approach reports to track and research any discrepancies.

ยท         Assist Associate Director with coordinating travel arrangements for department staff and reconcile the Travel Store expenses in the SDOL system.

ยท         Investigate unauthorized travel and follow-up with vendor on travel refunds. Coordinate correspondence and distribution of sponsor materials ( i.e. brochures) for AAIC. Assist meeting staff on-site and as office coordinator at larger conferences AAIC. Work closely with exhibit management company to track and process all exhibit payments. Work closely with VAT vendor when overseas to process monthly paper work for all international conferences in order to secure refund.   

ยท         Review all vendor invoices for accuracy. Route invoices for approval and process and code all charges to general ledger. Review, research and dispute all discrepancies. Audit and reconcile all staff, speaker, vendors and travel fellowship expense reports. Prepare expense/revenue reports and assist in reconciliation for both general department budget and AAIC budget. Provide assistance and support to team members in the Accounting department as requested. Meet weekly with Director for review and updates of all budget tracking.

ยท         Design layouts for forms, badges, tent cards, certificates, reports or any other document as directed by Conference Services department. Edit and proof forms and surveys, signs and scientific documents used by Conference Services department and the Office of the President when working on BOD Meetings.   

Minimum Requirements

ยท         Associate Degree preferred or combination of experience and education.

ยท         Working knowledge of financial and accounting procedures.

ยท        Strong Excel skills.

ยท        2 years experience in meetings industry preferred.

ยท        2 years project management experience.

ยท        Strong budget management tracking.

ยท         Strong data entry skills.

ยท         Strong multi-tasking skills.

ยท         Proficient in Microsoft Office Word, Excel, Access and various database applications.

ยท         Typing speed of 55 wpm.

ยท         Superior communication and organizational skills.

Click here to apply online (preferred method)

Or mail resume and cover letter to:

Send resume to:
Alzheimer's Association, National Office
225 N. Michigan Ave, Suite 1700
Chicago, IL 60601

We are an Affirmative Action, Equal Opportunity Employer and we appreciate your interest in the Alzheimer's Association.




Alzheimer's Association

Our vision: A world without Alzheimer's disease®.
Formed in 1980, the Alzheimer's Association is the leading voluntary health organization in Alzheimer's care, support and research.