Program Associate

1 month ago

Clifton Park, United States Site Solutions Worldwide Full time

Site Solutions Worldwide is a dedicated team of creative professionals specializing in all aspects of meeting services including site selection, meeting management, contract negotiations, online registration, speaker coordination, exhibitor coordination and on-site meeting management. We are a small business located in Clifton Park, NY.

**Summary of the general nature and level of the job**: Entry Level to Intermediate

**Description of the broad function and scope of the position**: Program Associates are an integral role of the planning process. Each project will differ and the role may be one of the following:

- Speaker Coordinator
- Exhibitor Coordinator
- Registration Specialist

The Program Association position is a year round full time, at-will (exempt status) position. The scheduled work week hours are 8:00am - 5:00pm Monday - Friday. There may be times throughout the year that requires the entire staff to deviate from the normal scheduled work week hours and may require additional hours to assist in completing client/staff project

**Responsibilities of Speaker Coordinator Role;**
- Establish a professional relationship with speakers, and VIP guests
- Coordinate all the technical / logístical requirements
- Serve as pre-event and on-site liaison for all VIPs
- Ensure All arrangements for VIP’s are successful - follow-up with ‘EVERY’ aspect of their experience.
- Travel arrangements
- Hotel arrangements
- Welcome Amenities
- Food and Beverage preferences
- Audio Visual needs
- Special requests
- Coordination of information
- Coordinate all CEU/CME requirements
- Assist with additional Meeting Management/Company Sales activities
- Assist with Social Media during Event

**Responsibilities of Exhibitor Coordinator Role;**
- Follow-up phone calls for exhibitor information
- Assist in creation of exhibitor prospectus and exhibitor evaluations
- Assist in creation of exhibitor mailing lists from registration program
- Keep master tracking of all exhibitors/sponsors for event
- Create resumes per exhibitor/sponsor
- Collect all branding/app information from exhibitors/sponsors
- Food and Beverage preferences
- Audio Visual needs
- Special requests
- Assist with Social Media during Event

**Responsibilities of Registration Specialist Role;**
- Provide telephone assistance with registration and payment processing
- Compile, verify, record and process forms and documents
- Key in, edit, proofread and finalize documents
- Become intimately familiar with internal registration software program to design and maintain customized client registration sites.
- Maintain and prepare reports
- Support staff in assigned project-based work
- Some travel may be required
- Assist with Social Media during Event
- **Additional compensation is given for the following**:_
- Commission Sales: 10% of first year’s income to SSW for new client and bonus for upgrading current clients
- On-site Conference Hours: 15% of fee charged to client for days worked on-site
- Specific Job/Industry Related Certifications

**Office Hours**:
Monday-Friday: 8am-5pm
- **Brief Benefit Breakdown**:_
- Health + Dental Insurance Provided
- 401(K) + Matching
- 30 Work From Home days per year
- 2 weeks’ vacation per year (after 6 months in the first year of employment)
- 16 hours of personal time
- 40 hours of sick time
- PTO Prorated for first year based on time of hire
- Annual Review

PTO increases annually.
- **The following holidays off**:_
- Christmas-New Years Company Wide Week Off
- Easter/Good Friday/ Passover - 1 day
- Memorial Day - 1 day
- Independence Day (7/4) 1 day
- Labor Day - 1 day
- Thanksgiving - 2 days
- Floating holidays - 1 day
- Birthday - 1 day
- Tele-communication is not available for this position. Must be local to Clifton Park, NY._
- no phone calls will be accepted._

Pay: $40,000.00 - $45,000.00 per year

**Benefits**:

- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Paid time off
- Parental leave

Schedule:

- 8 hour shift

Work Location: In person

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