Event Coordination Specialist

2 weeks ago

Chicago, Illinois, United States ALPHA KAPPA ALPHA SORORITY INC Full time
Job Overview

Alpha Kappa Alpha Sorority, Incorporated is on the lookout for a skilled Conference and Meeting Planner. This role involves both independent and collaborative efforts to effectively manage the organization’s meetings and conventions. The successful candidate will be responsible for defining the purpose of each convention and ensuring alignment with its goals, objectives, and budgetary constraints.

The ideal Conference and Meeting Planner will possess the capability to handle projects from inception to completion while maintaining composure under pressure. This position requires discretion when managing a variety of activities and confidential information. Experience in marketing and project management within large non-profit organizations is advantageous.

This role reports directly to the Director of Conference and Meeting Planning and will also liaise with a board-level volunteer during the annual regional conference. Frequent travel is a requirement of this position.

Alpha Kappa Alpha Sorority, Incorporated is a global non-profit organization with over 355,000 members dedicated to sisterhood and servant-leadership.

The organization emphasizes two primary areas: ongoing personal and professional development for its members and mobilizing its membership to be a powerful advocate for social change and equality.

Key Responsibilities
  • Identify the objectives and messages the organization aims to convey and effectively communicate these needs to venue staff and suppliers.
  • Research and evaluate potential meeting venues.
  • Issue requests for proposals to selected venues.
  • Assess proposals and provide recommendations to senior management.
  • Coordinate logistical support, prepare venue staff for events, and ensure all necessary electronic communication setups are in place.
  • Oversee all aspects of meeting logistics.
  • Arrange transportation and accommodation for attendees.
  • Ensure timely delivery of all required supplies to the meeting venue.
  • Confirm that meeting spaces are equipped with adequate seating and audio-visual technology.
  • Supervise the setup of exhibits and booths.
  • Comply with safety and labor regulations.
  • Manage food and beverage services.
  • Ensure all event logistics are executed correctly and coordinate with relevant directors and event staff.
  • Collaborate with team members, volunteers, and contractors to ensure successful event delivery.
Financial Oversight
  • Negotiate contracts with venues and suppliers.
  • Estimate attendance based on historical data and current trends.
  • Manage the financial aspects of meetings and conventions.
  • Develop and oversee detailed budgets, forecasting costs for each event component.
  • Ensure events meet financial objectives based on the operational budget.
Work Environment
  • Fast-paced and dynamic.
  • Manage multiple operations simultaneously.
  • Meet numerous deadlines.
  • Coordinate activities among diverse groups.
  • Primarily office-based, with on-site work during events.
  • Regular travel to attend meetings and scout potential venues.
  • Extended work hours, particularly leading up to events.
  • During events, work hours may extend significantly, including early mornings and late nights.
Physical Demands
  • Prolonged periods of standing and walking.
  • Ability to lift and transport materials and supplies.
Qualifications
  • Bachelor's degree in marketing, public relations, communications, business, or hospitality management; CMP certification preferred or equivalent experience.
  • Exceptional written and verbal communication skills.
  • Detail-oriented with strong organizational capabilities.
  • Able to manage multiple tasks and meet tight deadlines in a high-pressure environment.
  • Strong analytical and quantitative skills.
  • Proficient in Microsoft Office Suite and financial management software.

Note: Please submit a cover letter along with your resume when applying.

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