Small 50-60 close knit staff, 9000 member specialty association. Average staff tenure is 11 years. Great benefits & working environment.

Office open with staff currently working 3 days per week in the office and 2 days per week working remotely. This is not a fully remote position. Must be able to reliable commute to the office 3 days per week.

AAOMS JOB DESCRIPTION

POSITION: Meeting Planner Associate

STATUS: Exempt

REPORTS TO: Senior Meetings Manager

OVERVIEW

The Meetings Staff Associate reports to the Senior Manager of Meetings and Events and works closely with other members of the meetings team to plan and execute logistics for the Annual Meeting, Dental Implant Conference, regional meetings, and committee meetings.

KEY ACCOUNTABILITIES:

• Train as Housing support and contact for the Annual Meeting and DIC Conference
• Plan and execute all committee meeting food and beverage with internal departments and vendors
• Provide logistical and on-site support for the Annual Meeting, Dental Implant Conference, and other small meetings
• Provide logistical support for association offsite and headquarter meetings
• Process department invoices
• Work closely with the Senior Meetings Manager and other Meetings staff for all meetings
• Support with planning of Annual Meeting, Dental Implant Conference and other special events including in-house receptions
• Provide switchboard back-up support
• Assist with data entry for yearly processes for Meetings and signs
• Assist with special projects as assigned by the Senior Meetings Manager and Associate Executive Director
• Support with planning and executing on-line virtual events and meetings
• Conduct site searches, generate RFPs, analyze bids for committee meetings and education programs as directed.

DETAILED DESCRIPTION OF KEY ACCOUNTABILITIES:

• Support projects for the small, offsite, and annual meetings such as menus, floral and other items as needed
• Review and process contracts for committee dinners
• Assume on-site logistical responsibilities for meeting room set-up as assigned by the Senior Manager and other Meetings staff
• Assist with contracts for logistical services for Advanced Education and Practice Management educational programs; OMS Foundation and other AAOMS departments
• Train as the logistics lead for committee meetings and other headquarter meetings
• Process meeting invoices from vendors and assist to reconcile hotel master account for meetings
• Prepare on site specifications and on-site folders for each meeting (other than annual and dental implant) providing support to departments executing off-site meetings
• Utilize the current meeting management system (Cadmium CD) for logistics, specs, and reports.
• Travel to the Annual Meeting and Dental Implant Conference to assist with onsite meeting management
• Proof meeting logistical documents as necessary
• Development of meeting function sheets, logistics and menus of designated meetings and special events
• Plan and execute assigned in-house food and beverage for meetings with internal departments and vendors (committees and Laskin Institute
• Key Housing liaison for all committee meetings, in-house and off-site small meetings
• Train as Housing contact for the Annual Meeting and Dental Implant Conferences -Includes assisting to work with main contact to the housing company for on-line set-up, deadlines, and reports. Updating and comparing rooming lists, creating internal reports, and handling the day-to-day housing and meetings inquiries
• Performs other similar or related duties as requested or assigned by Senior Meetings Manager and Associate Executive Director
• Supports BOT and attendees on technology and login issues during hybrid and virtual meetings
• Travels to the second Annual Meeting site visit.

QUALIFICATIONS:

• Bachelor’s Degree or Minimum of 3 years’ experience with meeting/event planning
• Project and time management skills
• Proficient in Microsoft Outlook, Word, Excel, Teams, Adobe PDF, Zoom
• Ability to learn Cadmium, the current meeting planning system
• Proficient in internet navigation
• Ability to work independently and as part of a team
• Ability to work on multiple concurrent projects
• Exceptional attention to detail
• Strong interpersonal skills
• Excellent organization skills
• Flexible and customer service oriented
• Good communications skills – verbal and written
• Comfortable with contract negotiation

Job Type: Full-time

Pay: $60,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement

Schedule:

• Monday to Friday

Application Question(s):

• Number of years' experience with meeting planning?
• Number of years' experience with meeting planning software systems?
• Any prior meeting related contract negotiation experience?

Ability to Commute:

• Rosemont, IL (Required)

Work Location: In person