Under the general supervision of the Director of Marketing and Membership, chief architect of three themed membership meetings annually. Responsible for creating a positive membership and guest experience in various locations throughout North America. Attendance ranging from 250 to nearly 500 members and guests. Duties encompass the overall management and logistical planning to include securing meeting facilities, contract negotiation, vendor communication, catering, shipping, budgeting and problem solving. Also responsible for facility and catering support to AI’s Asphalt Academy educational courses and seminars, industry specific meetings, in-house special events and special guest visits to AI headquarters. Primary AI liaison to all vendors for meeting and event function requirements.
Coordinates all logistics and meeting details for AI member meetings and Asphalt Academy educational courses and seminars. This includes advance site visits, contract negotiation, event planning and on-site management; event budgeting and monitoring; securing banquet and AV needs; coordinating local transportation; and planning guest programs. Helps coordinate the annual AIF golf tournament with assistance from marketing specialist and AI Foundation manager. Coordinates spouse/guest programs and other special events around AI meetings.
For each AI meeting, integrates and assists with the preparation, distribution and shipping of meeting materials, website and Enews updates, meeting communications and promotional mailings, meeting packets and handout materials, event supplies, gifts and giveaways. Responsible for monitoring and managing advance and on-site registration for AI meetings, including conflict resolution with member needs at meetings.
Performs comprehensive tasks associated with educational seminar preparation and execution, including managing the assembly of handout materials; proofreading promotional fliers, updating the website, printing and mailing registration confirmations; issuing PDH certificates; processing course registrations through association management software (AMS); coordinating hotel and catering needs, works closely with accounting on the registration process giving cancellations/substitutions and receivables to them when needed. Uses AMS to create various internal reports pertaining to meeting and seminar status and performance.
For seminars conducted at AI headquarters, - works with Marketing and Seminar Specialist to handle all refreshments for breaks and catering of lunches.
Serves as the primary staff liaison to the AI Meetings Task Force, which selects future meeting locations for AI membership meetings. Responsible for timely selection of properties for meetings, evaluation of meeting facilities for appropriate fit, negotiation of meeting contracts, and monitoring of executed contract to including payment of advance deposits.
Provides logistical support and coordination for various Asphalt Institute member committee meetings and other industry meetings, including contracting meeting space.
Works closely with all members of marketing team for harmonious flow of information and effective problem solving.
Provides support for the AI Foundation (AIF) as needed, working with the AIF’s Program and Development Manager.
Because of business necessity, attendance and punctuality are considered to be essential functions of this position.
KNOWLEDGE AND ABILITIES
A Bachelor’s degree in Communications, Public Relations, Hospitality Management, Tourism, or related field. Thorough knowledge of travel industry and meeting planning. Excellent organizational and communication skills required. Superb client relationship skills a must with ability to project a positive organizational image to diverse groups of clients, organization members, and hospitality industry contacts.
Good oral communication skills and general office skills. Proficient user of Microsoft Outlook, Word, Excel, and PowerPoint. Proficient Internet use. Must be a punctual, self-starting individual who is a team player. Focused, proficient proofreader with an eye for detail and accuracy, sound reading comprehension and editing capabilities.
Must maintain a valid U.S. driver’s license.
EXPERIENCE
Four years of meeting and seminar management, meeting planning or related hospitality industry experience required. CMP designation is preferred. Marketing and public relations experience preferred.
About Asphalt Institute
The Asphalt Institute is an international trade association based in Lexington, Kentucky representing petroleum asphalt/bitumen producers, manufacturers and affiliated businesses. Its mission is to promote use, benefits, and quality through environmental, marketing, research, engineering and technical development and through the resolutions of issues affecting the industry.
