Associate Meeting Manager

Association Headquarters is seeking a highly motivated and detailed oriented Associate Meeting Manager who has experience with planning Scientific, Medical, Trade, and Professional meetings. Knowledge of abstract submissions, continuing education, Trustees' meetings, educational courses, and other select membership programs. The Associate Meeting Manager is responsible for organizing the program, logistics, and registration information for events, including meetings, education courses, and webinars. They work closely with volunteer planning committees, internal departments, venues, and vendors to meet the objectives of each meeting.

APPLICATION INSTRUCTIONS

To be considered for this position, the online application must be submitted, along with an updated resume. All applicable fields on the application are required.

Essential Duties and Responsibilities

• Liaison between external and internal contacts; examples of related specific tasks include:
  • Receive calls and emails, research inquiries
  • Manage recurring processes
  • Monitor relevant databases to ensure accuracy

• • Point of contact on defined issues
• Performs processing functions as assigned
  • Processes travel and expense reimbursements as directed
  • Processes invoices from vendors or invoices
  • Familiar with miscellaneous client deposits, invoice vouchers, refund vouchers, and voucher databases

• Assists with Budget tracking and regular reporting
• Manages and performs data entry for various databases
• Coordinates details related to various projects and recurring processes

• Coordinate in house meetings and other administrative support duties as requested (booking conference rooms, food order and set up, expense reimbursement prep, etc.)

• Project management from inception and project mapping, timelines, etc. to completion; managing against deliverables.
• Actively seeks to identify and implement efficiencies in processes
• Source vendors and execute RFP process through vendor selection
• On-site support as assigned
• Supervision of temporary staff
• Collaboration with others for execution of daily administrative tasks
• Social media engagement and management as requested
• Prepare various shipments
• Maintain and order office supplies

What You'll Bring to the Table - Education, Experience, and Required Proficiencies

• At least 5 years related association and meeting planning experience
• Bachelor's degree (or equivalent experience)
• CMP preferred
• Successfully meets deadlines
• Proactively alerts Supervisors to challenges or concerns related to delivery of service
• Proactively suggests solutions to challenges encountered
• Effectively self-reviews work product and produced limited errors
• Pays attention to detail related to management of relevant databases

What we offer - Employee Company Benefits

• Hybrid / Flexible work schedules available
• Medical, Dental, and Vision
• Company-paid basic life insurance, short-term, and long-term disability
• Voluntary Life Insurance - Employee Paid
• AFLAC available
• Paid Time Off (PTO) accrual and Paid holidays
• 401k retirement plan available
• On-site Fitness Center, open 24/7
• Gym reimbursement program
• Training and Development opportunities

What sets us apart

• Named Best Place to Work by Philadelphia Business Journal 9 Times - based on a survey conducted of our employees
• Industry Leader - Most credentialed AMC and the 1st AMC to be Customer Service Certified by the Customer Service Institute of America

Who is AH?

AH is a professional services firm that specializes in helping non-profit organizations achieve their mission, create value, and advance their causes, industries, and professions. We have four main divisions within AH - a full-service Association Management Company; a Marketing and Communications Agency (MarCom); a Meetings & Events Management Team; and a division that focuses on other custom solutions such as strategic planning, website builds, database integrations, accounting services, staff recruitment, credentialing management, public affairs and lobbying, and growing non-dues revenue.

Our Diversity, Equity, & Inclusion Statement

Association Headquarters is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to the following; race, creed, color, national origin, nationality, ethnicity, ancestry, age, sex (including pregnancy), family status, marital/civil union status, religion, domestic partnership status, affectional or sexual orientation, gender identity and expression, atypical hereditary cellular or blood trait, genetic information, liability for military service, and mental or physical disability (including perceived disability, and AIDS and HIV status), language, national origin, political affiliation, socio-economic status, and other characteristics that make our employees unique.

For more information, visit associationheadquarters.com, connect with AH onFacebook onYouTube and follow onTwitter.