NABCA has an immediate vacancy for a Meeting Associate for our busy Meetings Department. The Meeting Associate is responsible for the overall coordination and execution of the logistics and tasks necessary to support assigned meetings and events. The Meeting Associate reports to the Meeting Manager.
Duties: The Meeting Associate position performs the following duties:
Coordinates and executes logistics for the Administrator’s Conference, Legal Symposium, Board Meetings, etc. as assigned; processes meeting registrations and generates reports; oversees meeting communications regarding registration, reimbursements, surveys, etc. for assigned meetings; follows up on registration responses via phone and email; assists with rooming and registration cross-check processes.
Assists the Meeting Manager with the planning and execution of meeting details associated with the Annual Conference of approximately 800 attendees, including, but not limited to: accommodations, advance registration, follow-up on registration RSVPs via phone and email; assists with rooming and registration cross-check processes etc. as assigned; assists with onsite Meeting operations to include oversight of the onsite registration process, surveys, reimbursements, etc.
Provides general assistance to the Meeting Manager at meetings and conferences as needed (including binder preparation, on-site registration, attendee assistance, etc.).
Assists in developing and producing meeting publications, marketing materials, onsite programs, apps, etc.; works with appropriate vendors or staff to distribute email blasts, update or modify web site landing pages, etc.
Produces in-house printed registration kit materials and coordinates assembly for assigned meetings; assists in updating collateral, editing and proofing Meetings documents as assigned; prepares and distributes registration memos and other correspondence.
Plans and coordinates logistics, then executes the details (e.g., travel, meals, audio-visual) required to convene NABCA Committee and external staff meetings and events in a timely fashion.
Develops draft timelines and logistics schedules for Committee and external staff meetings; adheres to departmental deadlines, procedures and guidelines; submits updated timelines to the Meeting Manager on a weekly basis.
Coordinates speakers’ arrangements, collects presentations, develops and organizes materials as needed.
Maintains Meetings portion of MMAX to support assigned meetings (including submitting requests for assistance to the Database Coordinator); makes recommendations for database improvements.
Prepares and maintains reports for meetings as assigned, i.e., history files, charts, publications; assists in resolving database issues with other departments, etc.; organizes and maintains Meetings publications and past events files.
Manages Meetings Dept. in-house and travel supplies and materials; Manages Meetings Department calendar via Outlook; responds to attendee inquiries.
Performs other projects and duties as assigned.
Bachelor’s Degree and 3-5 years of directly relevant meeting/event coordination and/or planning experience in an association environment are required. A minimum of seven (7) years of directly relevant meeting or event planning experience may be substituted for the degree requirement.
Prior positions must demonstrate experience independently executing and coordinating logistics (rooms, registrations, meals, etc.) for meetings of >100 attendees. Experience independently producing error-free meeting programs, presentations, registration packets, other collateral materials, etc.
Excellent organizational skills and precise attention to detail are required.
Must be able to independently multi-task, produce consistently accurate work during peak periods, and meet project and task deadlines. Must have excellent verbal and written communication skills; strong proofreading skills required.
Must have a professional, positive and motivated attitude. Strong interpersonal skills are essential. Must be able to work as a part of a cohesive team during peak periods.
Must be self-directed and able to work independently without close supervision of daily projects and tasks. The ability to perform routine assignments with minimal supervision is essential.
Must have intermediate/advanced Microsoft Office (Word, Excel, Outlook, PowerPoint) skills. Experience with conference or meeting registration database required; previous experience with In Design, Adobe, or desktop publishing is preferred.
10-15% travel (local and out of town) required.
FLSA Status: Exempt
To Apply: Please submit resume, cover letter and salary history to firstname.lastname@example.org no later than Feb. 28, 2018. Learn more about NABCA at www.nabca.org.
NO PHONE CALLS, PLEASE…
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