Manager of Meetings & Events

Seniority Level:  Associate

Industry: Nonprofit Organization Management

Employment Type: Full-time

Reports to: Assistant Vice President, Meetings & Events

Job Functions:

  • Event Planning

Job Description: Staff liaison to AALU’s Board of Directors and Executive Committee for Board of Directors and Executive Committee Meetings.  Responsible for the general management (site selection, budgeting, on-site management, logistics, transportation, a/v, f&b, rooming list, scheduling, spouse activities, etc.) of AALU Board & Executive Committee meetings. Supports with execution of the AALU Annual Meeting. Assists with planning and execution of regional meetings, IMPACTs and other internal meetings and events as needed.

Duties & Responsibilities

Board of Directors’ & Executive Committee Meetings & Other Meetings

  • Primarily responsible for the RFP process, recommends sites to AVP, Meetings & Events, plans and manages contracts, logistical and a/v arrangements for Board Meetings, Executive Committee Meetings, IMPACT Political Training Meetings and all other AALU meetings, including in-house meetings. This includes, but is not limited to room assignments, hotel reservations and rooming lists, F&B, off-site events, a/v, décor, entertainment, transportation and detailed schedules.
  • Responsible for working with AVP, Meetings & Events, AALU Executive Office staff and the Board of Directors on matters related to board meetings, schedules and travel needs
  • Work in conjunction with AVP, Meetings & Events and AALU Executive Office staff on Board of Directors and Executive Committee communications, logistics, transportation and other needs for all AALU and industry meetings
  • Work with other AALU departments and AALU staff on IMPACT meetings, Capitol Hill fly ins, Regional Meetings and other meetings as needed
  • Responsible for Board Members expenses relating to Board Meetings

Annual Meeting

  • Plan and hold at least 3 Annual Meeting Prep Meetings for staff
  • Prepare the hotel resume and meeting specifications (BEOs) for the annual meeting
  • Manage the housing process for the annual meeting
  • Assist the Breakout/Workshop process for the annual meeting
  • Manage trouble shooting on-site during AALU events
  • Plan, manage and oversee on-site logistics for master classes, VIP events, security, official photographer, florist, transportation, RFID system, temporary staff, mobile app and additional vendors
  • Manage invoice/payment process for vendors
  • Oversee Annual Meeting shipment to and from AALU headquarters
  • Oversee that all Annual Meeting collateral content is correct and up to date, including program book, mobile app, website and signage
  • Oversee logistics for off-site AALU receptions and events
  • Oversee off-site logistics for Capitol Hill Club events
  • Manage spouse programs and activities
  • Work with AVP, Meetings and Events and other AALU staff to coordinate all Partner/Exhibitor/VIP logistics including but not limited to hotel registration, hotel upgrades/limos, delivery of amenities, meeting registration, tickets for events and VIP seating
  • Reconcile and code final hotel bill

General

  • Responsible for managing the expense budget for all AALU meetings. Work within approved budget when planning logistical arrangements and responsible for reviewing invoices for accuracy and properly coding them
  • Responsible for the coordination of all meeting signage
  • Arrange all staff, Board of Director & VIP hotel accommodations at AALU meetings
  • Perform on-site room and food checks
  • Track all F&B and housing history for all meetings
  • Responsible for the production of master rooming lists for all of the associations meetings
  • Produce and manage changes in on-site staff schedules
  • Works in partnership with the other departments of the association
  • Additional responsibilities as required

Skills & Experience

  • 3-5 years of association and meeting planning experience
  • Excellent organizational and planning skills
  • Excellent verbal and written communication skills
  • Excellent interpersonal and presentation skills
  • Excellent computer skills, including word processing, spreadsheets and desktop publishing
  • Membership database experience preferred, but not required
  • Ability to work well independently and as part of a team
  • Ability to attend/travel to all AALU Meetings and industry events
  • Ability to pass a criminal background check.

Education

  • College degree, or equivalent skills and experience; CMP preferred, but not required

Compensation and Benefits:

This is a full time, exempt position with salary commensurate with experience. We offer a generous benefits package including medical, dental, and vision insurance, a flexible spending account, 401k plan and organizational match of up to 5% of your annual salary, profit sharing plan, paid vacation, personal, and sick leave, ten paid holidays per year, etc.  We are an equal opportunity employer and welcome new and diverse people who can strengthen our team.

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