- 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