Meetings & Events Specialist

Job Summary

Responsible for coordinating, planning, and managing numerous small training and non-revenue generating meetings and conferences for API industry segments, departments, and resource committees.

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:
  1. Room selection and setup.
  2. Food service arrangements and menu selection.
  3. Audio visual, technical and electrical requirements.
  4. Transportation and site staffing.
  5. 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.

EEO Statement

API is an equal opportunity employer and diversity is a core value. We are dedicated to creating and sustaining an inclusive and equitable working environment for all. All aspects of employment will be based on merit, competence, performance, and business needs. Our success in maintaining a reputation for professional excellence depends on selecting the best qualified candidates. Achieving this objective means that no employee or applicant for employment will be discriminated against because of race, color, religion, age, gender expression or identity, sexual orientation, pregnancy (including childbirth, related medical conditions, breastfeeding, and reproductive health decisions), genetic information, national origin, disability, marital status, personal appearance, family responsibilities, political affiliation, matriculation, credit information, the status as a victim or family member of a victim of domestic violence, stalking or sexual offense, or any prohibited basis under federal, state or local law.

API is committed to providing access, equal opportunity and reasonable accommodations for individuals with disabilities in employment, its services, programs, and activities. If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to the Human Resources Department via email at HumanResources@api.org.

Candidates are typically hired at a point in the salary range based on prior experience, education, and market demand for the role; candidates are also compared internally to their peers.

API offers a comprehensive benefits package for our employees and their families. More information about our benefits may be found at api.org/about/careers/benefits.