Meetings & Events Specialist

2 months ago

Washington, United States American Petroleum Institute Full time

Duties/Responsibilities

Coordinates and plans meetings and workshops as directed.  Meets with clients to assess meeting requirements.  In collaboration with Meetings & Events Manager, coordinates hotel responses, and coordinates logistics for assigned events, including: Room selection and setup. Food service arrangements and menu selection. Audio visual, technical and electrical requirements. Transportation and site staffing. Contract preparation and processing.  Creates, maintains, and update all Events websites and individual web pages.  Works with other API departments to cross-promote API events, including obtaining lists from internal and external databases.  Coordinates with Manager, other events staff, and Creative Services to assist in the develop of promotional materials, announcements, brochures, and programs as required.  Coordinates and enters meeting details and registration processes into the meeting registration database for all relevant meetings.  Processes invoices and vouchers for approval.  Assists in the organization and implementation of tradeshows including completing applications, maintaining the calendar and associated deadlines, shipments, payments, and other logistical arrangements.  Coordinates the retrieval of and response to communications from clients within 48 hours of documented receipt.  Answers telephone calls skillfully and effectively; documents and relays messages accurately and promptly; identifies urgent or priority calls and ensure a response within 24 hours.  Enters registrations of meetings, conferences, workshops, and seminars into the associated databases.  Works with the Operations Manager on completing the wrap-up process after each meeting, ensuring the final invoices have been received and paid, evaluation comments have been collected and post-convention reports have been received. 

Key Relationships

Reports to the Operations Manager, Meetings & Events.  Interacts with clients at all levels and API committee members and customers including internal department staff such as Accounting, IT, and Legal.  Works closely with Sr. Director and Operations Manager to ensure a consistent, cohesive branding is achieved. 

Qualifications

Requires 0-3 years of experience in a similar role and subject matter expertise. Bachelor's degree in relevant area, or other related field equivalent work experience. Some positions may only require an Associates degree/technical diploma, or other related field equivalent work experience. Experience with meeting planning/coordinating preferred. Proficient with Microsoft applications especially Word, Excel, Access, and SharePoint with an aptitude to learn other computer programs quickly.  Prior experience working with Cvent, or a similar registration/web publishing software preferred. Ability to research and assimilate information accurately from a variety of sources. Ability to effectively manage simultaneous assignments with minimal supervision.  Good understanding of business processes.  Ability to follow instructions and adhere to program policies and procedures.  Strong attention to detail.

Physical Requirements

Able to remain in a stationary position working on a computer  Move about the office to access office machinery, meeting rooms, etc. on occasion  Operate a computer and other office machinery such as printers and copy machines  Transport items and equipment up to 25 lbs. on occasion 

Travel Requirements

 Up to 25% 

This job outline describes the typical accountabilities and requirements of the position and should not be construed as an all-encompassing description of every duty performed by or expected of the incumbent.

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