Peachtree City / Metro Atlanta
Illinois
Chicago, IL-Hybrid Workplace
Old Town Alexandria, VA
Remote
Alexandria, Virginia
Posted: 31-Oct-23
Location: Boston, MA
Type: Full Time (Remote & In Office)
Salary: $46,000 to $50,000 annually
Categories:
Salary Details:
Preferred Education:
The AMS is seeking an Exhibits and Meetings Coordinator who will be a key member of the Meetings planning team. The position will be responsible for activities related to event planning for member committees, conferences, and short courses as well as supporting the society’s exhibit program. The ideal candidate must demonstrate the ability to multitask and be responsive to customer needs. The Exhibits and Meetings Coordinator will report directly to the Senior Meetings and Exhibits Manager.
Responsibilities include but are not limited to:
- Manage assigned projects for exhibit/meeting planning for a variety of specialty meetings and the Annual meeting. Currently, all programs run in a hybrid format.
- Maintain the webpages for various exhibit programs and monitor timelines for multiple events.
- Communicate and develop relationships with society members, authors, program chairs, hotels, and vendors.
- Contract all booth and table sales for meetings with an exhibit program.
- Prepare all information for the online exhibit application process. This includes but is not limited to setting rates, preparing floor plans, marketing the program, virtual listing logistics, and coordinating with vendors to create the service kit.
- Act as the liaison to the Exhibits Advisory Board to ensure new ideas for improving the event planning and implementation process are explored and executed where possible.
- Oversee onsite move-in, show hours, and move-out by communicating and enforcing AMS rules and regulations for all programs.
- Track budgets to ensure revenue and expenses are kept within established boundaries and reconcile event bills.
- Coordinate with the lead meeting planner to ensure all logistical details including registration, housing, and food and beverage for in-person exhibits/meetings are planned effectively.
- Coordinate with virtual team to ensure all logistical details including meeting platform, live session production, program development, and attendee engagement for hybrid meetings are planned effectively.
- Other duties as necessary to contribute to the overall success of the Society.
Qualifications include:
- Direct work in trade show/exhibit and/or conference planning.
- Direct work with a series of national, regional, or local meetings or trade shows/exhibits.
- Experience with in-person meetings and/or trade shows is a must and experience with virtual meetings is preferred.
- Experience with contract negotiations with national hotels and vendors.
- Proficiency in Microsoft Word and Excel, basic web content editing, and Adobe InDesign.
- Demonstrated excellence with verbal and written communication skills.
- Availability to travel to several short site visits and an average of four week-long meetings per year.
- Demonstrated excellent organizational skills with the ability to multitask yet prioritize and perform responsibilities under pressure of deadlines.
- Ability to work effectively independently and as part of a team.
This is a full-time position located in our Boston office. The department has a hybrid schedule, with a few days in the office and a few remote. With this position, travel will be expected for on-site support.
Salary will be commensurate with experience. We offer a comprehensive benefits package including health, dental, and vision coverage, paid vacation, sick time, holidays, and a superior retirement plan.
If you are interested in this position, please apply through our ADP portal; no phone calls or emails. We require a resume; a cover letter which briefly describes your qualifications, professional goals, and specific interest in this position is strongly recommended. Applications will be accepted until the position is filled.
We understand the application and interview process is an investment for candidates; you are trusting us with your time, so we will do our best to make it as smooth as possible for you and work with your schedule. We review each application and will be in touch via email if we think there might be a fit. The interview process is structured to allow us to get to know you and for you to get to know us. Initial interviews will take place virtually.
All staff and society members are expected to embrace and promote an ethical, diverse, and welcoming environment and to uphold the AMS Code of Conduct. Candidates may be asked to describe their past experiences, activities, and contributions toward supporting diversity, equity, and inclusion, and about how they would foster and encourage an ethical, diverse, and welcoming environment in the future.