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Senior Specialist - Meeting Planner

Job Location

Operations, IL

General Summary

The position requirements include, but are not limited to site selection and managing logistics for 30+ meetings per year, including the association's national conference. Responsibilities include researching and recommending meeting venues, negotiating hotel contracts, creating space reports based on contractual terms, preparing detailed meeting specifications, managing food and beverage requirements, room blocks, housing, and travel logistics.  Additional responsibilities include budgetary management, working with outside vendors for audio visual, catering, and other equipment rentals.  The position will take a leadership role in the management of the poster presentations, sponsor related satellite symposia and ancillary meetings for the association's international conference.

Essential Job Functions

• Research and recommend cities and venues for meetings with 10 to 100 + attendees.
• Manage and coordinate all logistics arrangements for meetings of 10 to 100 from conception to closing.
• Manage and negotiate contracts ensuring appropriate room blocks and industry language is reflected.
• Negotiate vendor contracts.
• Prepare detailed meeting specifications to hotels to include room set-ups, food and beverage requirements, program schedules and audiovisual requests.
• Manage housing reservations for staff and attendees while closely monitoring room pick-ups.
• Conduct site visits and prepare reports on site recommendations.
• Reconcile all meeting related invoices for accuracy and process for payment within 30 days of close of program.
• Prepare and monitor cost estimates, budgets, work plans and status reports.
• Manage poster presentations, sponsor related satellite symposia and ancillary meetings for the association's international conference.
• Ability to be detail oriented, work independently and in a team environment.
• Manage and prioritize multiple projects with multiple deadlines.

Minimum Requirements

• Bachelor of Arts degree or 3 to 5 years experience in meeting planning or hotel industry
• Must possess strong hotel contract and vendor negotiation skills
• Familiar with RFP preparation and developing function book specifications
• Must have excellent customer service skills, organizational, and communications skills (written and verbal).
• Strong budget management skills.
• Ability to travel domestically and internationally (often over weekends).
• Must be able work independently and in a team environment with minimal supervision
• Must be able to manage multiple clients
• Must be able to set priorities and complete projects on time and on budget
• Experience with Microsoft Office applications especially Word and Excel; working knowledge of ACCESS databases.
• Certified Meeting Professional (CMP) a plus but not required

• Ability to communicate effectively with clients and department staff in person and on the telephone.
• Ability to respond to request quickly to resolve logistical problems
• Ability to travel domestically and internationally to site locations
• Ability to manage multiple projects and meet deadlines
• Ability to interact tactfully and effectively with a wide variety of individuals
• Ability to bend and lift heavy boxes (up to 25 pounds)
• Ability to work weekends and work long hours (12 - 15 hour days) when required

Please click here to apply.

Or mail resume and cover letter to:

Send resume to:
Alzheimer's Association, Home 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.