Manage all meeting logistics for assigned scientific and corporate meetings, including two-three annual scientific/corporate meetings.
Assist with on-site meeting management for conferences as assigned.
Research and conduct site visits of potential meeting facilities to find most appropriate location for meetings.
Negotiate and execute hotel and vendor contracts to secure the best deal for the American Heart Association.
Review meeting requirements, budget and agenda with program staff so all needs are met.
Communicate planning deadlines with program staff so that all deadlines are met.
Establish menus and other meeting specifications with staff to secure accurate details.
Prepare function forms for distribution to staff, hotel and vendors to communicate needs.
Assist Affiliate Staff with site selections, contract negotiations, and assist with logistics as needed.
Verify, reconcile and process hotel and vendor invoices with approval from program staff so that bills are paid on time.
Assumes responsibility for additional meetings, conferences and projects on an as needed basis.
Qualifications
Minimum of four (4) years of experience and/or training in convention planning, administration, management or an equivalent combination of training and experience; Bachelor’s degree preferred.
Minimum of three (3) years of experience with a convention bureau, hotel or position with meeting planning responsibilities.
Knowledge of the principles and practices of meeting/convention planning and administration with solid understanding of meeting planning technology.
Knowledge of MS Office (Word, Excel, Outlook, etc.) and basic accounting principles.
Strong organizational skills needed for multiple meetings management.
Strong interpersonal skills with all levels of American Heart Association staff and volunteer leadership.
Excellent oral and written communications.
Ability to keep detailed records for coordination of meetings and their history.
Ability to handle project time and workload efficiently.
Ability to negotiate contracts.
Ability to think logically and solve problems.
Ability to work in a team environment.
Must be able to travel overnight approx. 20-30% of the time. Some travel may be required to support large events throughout the year.
Certified Meeting Professional (CMP) certificate preferred
