JOB SUMMARY: Responsible for site search, negotiation, contracting and logistical planning for professional development international meetings along with seminars, symposia and other assigned meetings.
Prepare RFP, review proposals, conduct site search, evaluation, hotel selection, negotiate and prepare contracts in accordance with SOA policy, for all PD international events, IAA Meetings, Fellowship Admissions Courses, Predictive Analytics Symposium and other meetings as directed. Conducts site visits as necessary.
Ensure all contracts are processed and monitored in accordance with SOA contracting policy, reporting any variances as per policy.
Plan and organize meeting logistics for all PD international events, IAA meetings, Predictive Analytics Symposium and other meetings as assigned, including space assignment, catering, audio visual needs, room set-ups, monitor room blocks, provide guarantees and reconcile final invoices; pack and ship supplies; conduct pre-meeting site visits; maintain contact with respective hotel department representatives; respond proactively to potential situations.
Work with outside vendors to provide needed services within budget parameters including managing and hiring onsite personnel
Actively participate in planning meetings, raising issues of concern and sharing critical information.
Travel to events and manage meetings on-site as needed
Maintain positive working relationships with staff, hotels, outside suppliers and content partners to achieve successful outcomes. Effectively handle conflicts and challenges staying focused on desired outcome.
Assist Director, Meetings & Events with on-site meeting responsibilities at the Annual Meeting and others as assigned. Responsibilities include verifying room set-ups, audio visual needs, monitor catering arrangements, managing off-site events and section council activities/dinners.
Other duties as assigned.
EDUCATION AND EXPERIENCE REQUIRED
Education: Bachelor’s Degree. Certified Meeting Professional (CMP) designation desired
Three to Five years of experience in meeting planning with preferred international meeting planning experience including preparation of RFPs, negotiating and contracting, hotel selection, logistical planning, food and beverage and on-site organization.
Demonstrated proficiency in Word and Excel
Excellent verbal and written communication skills
Ability to adapt quickly to a constantly changing work environment. Ability to work under pressure, follow through on assignments and meet deadlines.
KNOWLEDGE, SKILLS AND ABILITIES including competencies that may be representative but not all inclusive of those commonly associated with this position.
Ability to communicate effectively with people and other departments
Knowledge of policy and ability to apply that to unique situations
Ability to make objective decisions using sound judgment
Ability to work under pressure, meet deadlines and multi-task
Proactive thinking and recommending changes for continuous improvement
Join our growing professional membership and credentialing association and put your talents to work. We have over 27,000 members in the actuarial profession throughout the world who work in the areas of consulting, insurance, finance, healthcare and business. Our staff of 150 strives to provide the highest level of service to our members in everything we do from education, to credentialing exams... to research and communication. We are located in Schaumburg, across from The Streets of Woodfield, conveniently adjacent to I-90, 355 and 290. Our office is accessible on public transportation from Chicago, via the blue line and Pace Bus. Our benefits include BCBS Health Insurance, Dental, Vision, a generous retirement contribution, work-out facility in the building, health club reimbursement, opportunities for professional development including tuition reimbursement and internal and external training opportunities.