The Administrative Assistant, Customer Relations is responsible for providing logistical and administrative support to the Meetings and Exhibits department, including sponsorship support, meeting logistics, and involvement in various functions taking place at the Annual Meeting. This position requires internal interaction with AAO staff, volunteers and leadership as well as external communication with AAO sponsors, vendors and contractors.
Draft and track communications to sponsors including general communications, invoices, statements, thank you letters, corporate support contracts
Responsible for day-to-day data entry in a2z and Association Anywhere databases
Maintain accurate reports pertaining to sponsorship activity
Gather and disseminate information for weekly corporate support and exhibits meetings
Process, post, and reconcile all corporate support and exhibit payments using the check log
Maintain industry meetings calendar for sales and solicitation appointments
Work with internal AAO departments and vendors to ensure complete program development and execution of corporate sponsored events
Procure promotional items, including sponsor samples, etc.
Assist with the development of Exhibitor Prospectus and Corporate Sponsorship Prospectus
Front desk receptionist back up answering main line calls, and general office duties as needed
All other duties as assigned
Knowledge and Skills
Proficiency in Microsoft Excel, PowerPoint and Word. Knowledge of Association Anywhere and a2z software a plus
Self-motivated team member with experience accomplishing goals with minimal supervision
Experience handling high-volume, production-based projects, including prioritizing, organizing and tracking details, effectively managing deadlines and multiple priorities
Assess and evaluate outcomes to achieve greater efficiency in planning and execution phases.
Develop and maintain customer relationships, identify needs, and respond creatively
Ability to prioritize demands of sponsors, vendors, and team members
Two years of experience of prior sales
Must be available to travel, minimal, but as needed
Degree in hospitality a plus
Association meeting experience strongly preferred
Submit cover letter, resume, and salary requirements
Founded in 1922, the American Academy of Optometry is committed to promoting the art and science of vision care through lifelong learning. The optometry field is constantly changing. To provide the highest quality continuing education and the most current vision science research, the Academy's annual meeting includes nearly 300 hours of Lectures & Workshops, symposia, and scientific lecture and poster presentations over 4 days.