The Meetings and Events Associate provides administrative and logistical support as a part of the Meetings and Events team in order to ensure that all meetings and events are produced consistently and in a timely manner. The Meetings and Events Associate works with staff, vendors, attendees, and speakers on several aspects of logistical planning, registration, travel arrangements for all Americans for the Arts meetings and events including but not limited to: the Annual Convention, Arts Advocacy Day, Nancy Hanks Lecture on Arts and Public Policy, National Arts Policy Roundtable, National Arts Marketing Project Conference, National Arts Awards, and internal staff events.
KEY DUTIES AND RESPONSIBILITIES
The Meetings and Events Associate reports to the Director of Meetings and Events and is an important team member within the Operations department. The primary function of this position is to provide general logistical and administrative support for a variety of meetings and events which includes RFP’s for required vendors, preparing conference materials, serving as registration liaison with the database team and pre-event/onsite registration logistics, serving as the department web liaison, processing meetings and events RSVPs/Speaker logistics, Floor plan design for various events, collaborating with AFTA Team members on annual events, maintaining supply and storage inventory for the Meetings and Events team, and ensuring accurate meeting-related communications with registrants and internal staff. Responsibilities include, but are not limited to:
Meetings and Events • Assist with meeting and event logistical planning to include: catering, décor/theme, entertainment, seating, onsite event management, and closing out of meetings and event (bill reconciliation, debrief, reporting, etc.) • Provide administrative support for mailings, general correspondence, website updates, Meeting and events Mobile Applications, historical information/reporting, inventory of supplies, and materials for Meetings and Events, etc. • Coordinate registration preparation process to include badge preparation, ticket distribution, etc. and provide onsite coordination of attendee materials • Ability to create a variety of forms and documents for events as needed • Prompt processing of attendee inquiries and requests • Generate lists as needed from the database for registration, housing, speakers and VIP’s • Identify and contract services and/or products with a variety of vendors such as shipping & supply companies, musicians, transportation companies, copy services, caterers, decorators, event insurance providers
Travel and Hotel • Gather, track and coordinate speaker, VIP, and staff travel needs to achieve both reasonable cost savings and minimal traveler inconvenience coordinated with the Operations Associate; includes arranging reservations on travel vouchers for staff, speakers, and scholarship recipients maximizing the organizations reward programs and hotel concessions • Coordinate hotel rooming lists for all meetings and events; includes communicating reservation information to hotels and to staff, speakers, etc., by maintaining and updating rooming list changes • Reconcile staff and speaker travel expenses and other charges according to AFTA travel policies. • Monitor and support enforcement of Americans for the Arts’ travel policies for assigned events. • Coordinate staff travel billing with contracted vendors (hotel and ground transportation) and reconcile those expenses on a monthly basis with the Operations Associate
Communication and Web • Field inquiries that come in through the “events” mailbox in a timely manner and giving accurate and consistent information about upcoming programs and events while providing quality customer service • Prepare and update meetings and events information in a timely manner for the events section of the organization’s website
General Support • Provide administrative support for mailings, faxing, conference call arrangement, general correspondence, etc. • Assist in maintaining and updating all organizational meeting and event calendars • Manage the inventory and ordering of Meetings and Events supplies and tools • Help answer general reception phones when the receptionist is out of the office and on break • Assist in keeping projects on timeline • Maintain and update vendor/supplier contact information for meetings and events
• Bachelor’s degree • 1 year's experience in a professional setting • 6-12 months experience in event planning environment preferred • Knowledge of membership databases • Strong PC skills including MS Outlook, Word, Excel, PowerPoint, and Internet research experience • Strong organizational skills • Strong multi-tasking and time management skills to include managing concurrent tasks efficiently
• Strong attention to detail • Excellent written and oral communication skills • Demonstrates ability to self-start as well as work as part of a team • Resourceful problem solving skills • Ability to maintain good interpersonal relationships • Ability to lift at least thirty pounds • Interest in meeting and event planning preferred • Some travel required • Shows a high level of professionalism • A positive attitude and an earnest interest in providing good customer service to our members and partners • A commitment to advancing the arts in America
Founded in 1960, Americans for the Arts is the nation's leading nonprofit organization for advancing the arts and arts education. From offices in Washington, DC and New York City, we provide a rich array of programs that meet the needs of over 150,000 members and stakeholders. We are dedicated to representing and serving local communities and to creating opportunities for every American to participate in and appreciate all forms of the arts.