Conference and Meeting Planner

Job Type

Full-time

Description

Alpha Kappa Alpha Sorority, Incorporated is seeking to fill the position of Conference and Meeting Planner. This position will work independently and collectively with a team to seamlessly deliver the organization's meeting and convention events. Will identify the convention's purpose and deliver against its goals, objectives, and budget. Must have demonstrated skills in leading and collaborating with others such as member organizations, tourism or visitors' bureaus, volunteers, vendors, and suppliers.

The Conference and Meeting Planner will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure and at times handle a wide variety of activities and confidential matters with discretion. Marketing and project planning/management in large non-profits a plus.

The position reports directly to the Director of Conference and Meeting Planning and will also report to a board level volunteer during the annual regional conference. Periodic extensive travel is required.

Alpha Kappa Alpha Sorority, Incorporated is a non-profit international membership organization with more than 355,000 college trained members bound by bonds of sisterhood and empowered by a commitment of servant-leadership.

The organization focuses in two key areas: lifelong personal and professional development for each of its members; and galvanizing its membership into an organization of respected power and influence constantly at the forefront of effective advocacy and social change that results in equality and equity for all citizens of the world.

General Responsibilities

• Determines the purpose, message, or impression the organization wants to communicate and be able to communicate the needs clearly to the meeting sites staff and other suppliers.
• Searches for prospective meeting sites.
• Issues request for proposals to all the sites.
• Reviews proposals and makes recommendations to top management.
• Arranges support services, coordinates with the facilities, prepares site staff for meetings, and sets up all forms of electronic communication needed for the meetings and conventions.
• Manages meeting logistics.
• Arranges transportation, lodging reservations.
• Ensures that all necessary supplies are ordered and transported to the meeting site on time.
• Ensures meeting rooms are equipped with sufficient seating and audio-visual equipment.
• Ensures that all exhibits and booths are set up properly.
• Adheres to fire and labor regulations.
• Oversees food and beverage distribution.
• Ensures all logistics for events are correct and coordinate with Regional Director or GM, event staff, and catering staff (set-up and breakdown of event, decorations, food and beverage offerings, theater rentals, film schedule, special arrangements, etc.
• Collaborates with team members, volunteers and contractors to successfully deliver meetings and conferences.

• Negotiate contracts with facilities and suppliers.
• Estimates how many people will attend the meetings based on previous meetings attendance and current circumstances.
• Oversees the finances of the meetings and conventions.
• Oversees the organization budgets and create a detailed budget, forecasting what each aspect of the event will cost.
• Ensure that the events meet income goals based on operating budget.

• Stressful and/or energizing.
• Fast paced and demanding.
• Oversees multiple operations at one time.
• Faces numerous deadlines.
• Orchestrates the activities of several different groups of people.
• Will spend majority of time in office; but during meetings and conventions, will work on-site.
• Travel regularly to attend meetings and to visit prospective meeting sites.(Potentially up to 70%)
• Work hours may be long and irregular; more than 40 hours per week during time leading up to meetings.
• During meetings or conventions will work exceptionally long days, as early as 5:00 a.m. until midnight and some weekends.

• Long hours of standing and walking
• Lifting and carrying boxes of materials, exhibits, or supplies

• Bachelor's degree in marketing, public relations, communications, business, hotel or hospitality management, CMP preferred or equivalent work experience.
• Excellent written and verbal communications and interpersonal skills.
• Must be detail-oriented with excellent organizational skills.
• Must be able to multi-task, meet tight deadlines, and maintain composure under pressure in a fast-paced environment.
• Quantitative and analytic skills are a must.
• Knowledge of general office software, particularly the Microsoft Office Suite and the ability to use financial and registration software.