Meetings & Events Assistant

Location
Arlington, Virginia
Salary
The salary range is $48,000 to $55,000.
Posted
Jul 17, 2018
Closes
Aug 21, 2018
Industry
Nonprofit
Career Level
Entry Level
Hours
Full Time

POSITION SUMMARY

Serve as the primary support role within the meetings and event department providing support to the Senior Director and Meeting Planner in the area of registration, event logistics, sponsorship fulfillment, vendor coordination, reports and expenses.    

ESSENTIAL FUNCTIONS

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions

Meetings & Events

  • Serve as primary support role in the planning of the AHR Expo and related events; the National Advocacy Conference; the AHRI State Summit and other meetings as assigned.
  • Assist with the management of post event billing and expense reports
  • Assist with the contracting of local business transient rates at hotels close to AHRI headquarters
  • Assist with the planning of small external AHRI meetings as requested by internal AHRI staff.
  • Assist with the management of the sponsorship program for the Annual and Spring Meetings to include the production of the sponsorship brochure, coordination and communication with sponsors and the management of the sponsorship fulfillment.
  • Assist with the management of service vendors as meetings dictate to include transportation, floral and décor, meeting supply companies, signage vendors, etc.
  • Responsible for event badge management and printing both pre-event and on-siteBuild, manage and maintain all AHRI registration meeting sites via Avectra NetFORUM
  • Assist all AHRI members with registration questions and needs
  • Prepare meeting agendas, attend meetings, record and transcribe minutes
  • Make travel arrangements for office personnel
  • Manage the meetings and events supply inventory
  • Manage the packing and shipment of supplies for all AHRI meetings and events
  • Maintain calendar of AHRI events and those of associated organizations
  • Maintain history for all meetings to include, attendance, room pickups, and catering spend
  • Travel to AHRI Annual and Spring Meetings, and other AHRI external meetings as assigned.
  • Maintain up-to-date meetings reports


POSITION QUALIFICATIONS

Competency Statement(s)

  • Accuracy - Ability to perform work accurately and thoroughly.
  • Detail Oriented - Ability to pay attention to the minute details of a project or task.
  • Organized - Possessing the trait of being organized or following a systematic method of performing a task.
  • Relationship Building - Ability to effectively build relationships with customers and co-workers.
  • Reliability - The trait of being dependable and trustworthy.
  • Communication, Oral - Ability to communicate effectively with others using the spoken word.
  • Communication, Written - Ability to communicate in writing clearly and concisely.
  • Customer Oriented - Ability to take care of the customers’ needs while following company procedures.
  • Communication, Written - Ability to communicate in writing clearly and concisely.
  • Flexibility – Ability to adapt as change requires. Ability to pivot and adjust to last minute requests and changes.
  • Collaboration – Ability to work well with a broad range of stakeholders, take advice from others and incorporate suggested changes into your work product.


SKILLS & ABILITIES

Education : Bachelor's Degree (four year college or university) in Hospitality, Business or other related field
 

Experience : No experience required with four year degree.  

Computer Skills

MS Excel and MS Word proficiency is a must

Applicants must apply through our career website:  https://www.ahricareers.org/careers

Applications through email will not be accepted

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