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Meeting Planner

4 months ago

Washington, Washington, D.C., United States American Astronomical Society Full time

Meeting Planner

Position Overview:

The American Astronomical Society (AAS) is looking for a Meeting Planner to plan AAS's in-person, hybrid and virtual meetings and conventions. The Meeting Planner manages all aspects of the AAS Division Meetings. They will be knowledgeable in all aspects of hotel contracts, meetings & events specifications, food and beverage, audiovisual requirements, managing room blocks, and onsite registration. This key position works collaboratively with staff, volunteers, and outside vendors to deliver exceptional service.

Responsibilities :

  • Manages contracts with hotels, audio-visual suppliers and other service vendors as required and evaluates liability to association through cancellation penalties, attrition clauses and other potential liabilities to association.
  • Serves as primary contact with hotel and all service vendors.
  • Manages all space assignments and ensures appropriate meeting space.
  • Adheres to budget.
  • Manages all BEOs for meetings.
  • Manages onsite registration.
  • Manages all logistics related to meetings, including but not limited to: food and beverage, signage, special events, housing, audio-visual, shipping, etc.
  • Travels to meetings for onsite management and execution of meeting
  • Works with Exhibit Sales coordinating exhibit contracts and in-kind equipment
  • Manages the on-line and in-person registration.
  • Coordinates honoraria payment
  • Follows up on event-related inquiries and concerns.
  • Coordinates all shipping materials to/from the division meeting.
  • Reviews the hotel bill at the conclusion of the meeting and reconciles all meeting related expenses.
  • Manages the room block for each AAS meeting to ensure that we meet the minimum room nights.
  • Other duties as assigned. Benefits:

    403(b) matching

    Medical insurance

    Dental insurance

    Vision insurance

    Health Savings Account

    Employee Assistance Program

    Flexible Spending Account

    Commuter benefits

    Paid Time Off

    Schedule: Monday to Friday in the office

    Ability to Relocate: Washington, DC 20006: Relocate before starting work is required.

    Work Location: Washington , DC in person.

    Requirements:

    • Minimum of two-three years' experience, preferably in association management.
    • Must possess exceptional organizational skills, communication skills, and attention to detail.
    • Goal and customer service focused, highly motivated, self-directed, and have a collaborative workstyle.
    • Ability to multi-task and work well under pressure.
    • Proficiency in Microsoft Office required.
    • Experience with iMIS preferred but not required.
    • Ability to travel overnight.