SUMMARY OF RESPONSIBILITIES: Provide planning and direction to the Meetings Department, responsible for the organization's meeting and event planning activities. Support key departmental functions such as scheduling hundreds of concurrent sessions and coordinating with content managers and the communications director. Serve as the key registration point of contact for all conferences and events. The position demands excellent attention to detail, customer service skills, and a high level of professionalism.
ESSENTIAL FUNCTIONS: 1. Manages Call for Proposals process: Utilizing abstract database to develop/manage VISION call for proposals; managing VISION call for proposal process to include:
a. Coordinating with Division VPs on review committee selection/training. b. Create reports to assist Division VPs and the internal ACTE team in selecting.
2. Ability to plan all aspects of a mid-sized meeting (400-500 people) from registration setup to on-site execution, including:
a. Manages event locations: Working with 3rd party conference management company to develop RFPs to identify potential locations and services for ACTE events; providing recommendations on potential site selection based on budget, perception, and site location; conducting hotel and facility site visits to determine space evaluation, feasibility/utility, managing the negotiation and oversight of hotel and convention/meeting center contracts.
b. Coordinates all meeting logistics requirements including but not limited to audio-visual and food and beverage; preparing meeting resumes; arranging staff, supplier, and VIP travel; negotiating airline and rental car contracts; setting and managing housing blocks; managing all supplier services; managing signage, VIP and speaker rooming lists and concession usage, speaker logistics, scheduling room assignments (for VISION over 300 sessions) and the managing of outsourced conference services.
c. Analyze past meeting wrap-up notes, event statistics, and evaluations to determine and implement program improvements.
3. Manages the registration process for every conference – hosted in eShow or iMIS. Builds reports from our eShow registration platform and navigates system at an advanced level.
4. Leads on-site registration process for our largest conference including working with our eShow platform providers on set up.
5. Assist with sponsor registrations in our eShow platform and process and apply for payments. Track and assist with collection efforts to ensure sponsorships are paid.
6. Provide customer service support for event inquiries.
7. Maintain and update Standard Operating Procedures (SOPs) for all responsibilities of the position.
8. Works closely with the communications department to ensure that the most up-to-date and appropriate information is displayed on our meeting website.
9. Ability to travel to the Annual Convention and other events and occasionally work irregular hours as required.
10. Respond to member, nonmember, and staff inquiries promptly and courteously.
11. Responsible for providing quality customer service in accordance with the ACTE Customer Service Standards.
12. Other duties as assigned.
WORKING RELATIONSHIPS: Internal: Works with all departments. External: Works with hotel staff, Convention Center staff, Convention management staff, and major suppliers. Works with Division/Region Vice Presidents and Program Chairs.
OTHER FUNCTIONS: 1. Assists as needed with association activities. 2. Assist with State and Regional conference registration process.
EXPERIENCE, SKILLS, AND QUALIFICATIONS:
1. Bachelor's Degree and at least five years of experience in meeting planning.
2. Experience with meeting planning and association software such as eShow, iMIS.
3. Exceptional customer service skills – internal and external.
4. Capable of working in a high-performing working environment.
5. Word processing, data entry, and database skills.
6. Strong oral and written communication skills with a keen and consistent eye for correct grammar, spelling, and punctuation.
7. Intermediate skill level in Microsoft Office Suite.
8. Ability to manage multiple tasks effectively.
9. Ability to work independently, as a self-starter, and within short timeframes.
10. Ability to work as part of a team.
11. Attention to detail, including deadlines and quality control.
12. Good understanding of digital meeting and webinar tools such as Zoom and Microsoft Teams.
About Association for Career and Technical Education
The Association for Career and Technical Education (ACTE) is the nation’s largest not-for-profit association committed to the advancement of education that prepares youth and adults for successful careers. ACTE represents the community of CTE professionals, including educators, administrators, researchers, school counselors, counseling and career development professionals and others at all levels of education. ACTE is committed to excellence in providing advocacy, public awareness and access to resources, professional development and leadership opportunities.