Events and Meetings Specialist (Beltsville, MD)

ABC - METRO WASHINGTON CHAPTER OFFICE

Position Title:  Events and Meetings Specialist 
Location:  Beltsville, MD
Reports to:  Director of Events and Management Education
Responsible to: Director of Events and Management Education; Director of Workforce Development

To Apply:  click here

SCOPE:

Operates as an integral member of the events and management education program team by working closely with the Director of Events and Management Education and other staff to support ongoing events and meetings. Serves as the primary support for monthly networking and management education events, large scale association and other events. Provides support for the workforce development program through assisting with event and meeting management. Provides administrative support for the Metro Washington office, including office management and answering phones.

TIME ALLOCATION:   

75% - Events and Management Education Program
15% - Workforce Development Program
10% - Office Management

PRIMARY DUTIES:

  1. Provides support for the events, management education and workforce development programs.
  2. Provides administrative and creative support to the Director of Events and Management Education and the Director of Workforce Development.
  3. Assists with managing the ABC of Metro Washington pre-event and management education process, including registration input and correspondence, identifying duplicate registrations or errors, preparing name badges, signs and other event materials.
  4. Assists Director of Events and Management Education with event-related publications and communication products.
  5. Assists with managing the backend events, including using the association’s database, event registration pages, Jotform and other management tools. Routine data entry, database maintenance and reporting duties.
  6. Answers questions for members inquiring about events, management education programs and annual event sponsorship opportunities.
  7. Organizes virtual management education tasks, attends sessions and moderates as needed, tracks attendance for each program.
  8. Collects post-event and management education program data, reconciles attendance in database, organizes and analyzes surveys.
  9. Research event venues and vendors as needed.
  10. Edits programs, registration lists, table assignments and other documents as needed for accuracy.
  11. Provides support for the Events and Workforce Development Committees
  12. Initiates outreach to and follows up with members in a timely manner and for other functions as needed.
  13. Answers all incoming telephone calls in a professional and business-like manner, routes calls to appropriate staff members.
  14. Greets visitors, making them feel welcome. 
  15. Assists staff with association mailings as needed.
  16. Provides additional administrative support to staff, including for main office staff, when needs arise.
  17. Attends all association events/functions and performs duties on site as assigned. These events occur throughout the chapter’s region and are often held after business hours on weekdays.
  18. Performs other duties as assigned.

SUPERVISION RECEIVED:

Operates under day-to-day supervision by the Director of Events and Management Education and as needed supervision by the Director of Workforce Development. Is expected to perform all tasks related to the position’s basic functions independently and with a minimal level of supervision.

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED:

  • College degree preferred
  • Proficiency with Microsoft Office, especially word processing and database management.  (In addition, prefer spreadsheet and mail merge experience.)
  • Working knowledge of office equipment function and basic maintenance.
  • Exceptional member (customer) service outlook and capability.
  • Professional and pleasing phone and office personality and demeanor.
  • Strong verbal communications skills.
  • Effective problem-solver.
  • Able to work in a small team and results-oriented environment.
  • Able to manage priorities to meet all deadlines.

OFFICE PROCEDURES:

  1. Answer all incoming calls within first two rings (staff serves as back up only in the event is unable to answer phones).
  2. Keep personal phone calls to a minimum; when/if on a personal call, put that conversation on hold to answer incoming calls.
  3. Greet visitors by welcoming them in a friendly and business-like manner, offering to take their coat, offering them a beverage, showing them to the conference room as needed, announcing the visitor to the appropriate staff person, and undertaking any other suitable gesture.