Conference Services Operations Specialist

The Conference Services Operations Specialist will manage administrative tasks, financial tracking and budget to support the Vice President of Global Conferences & Events, the AAIC Planning Committee and the department staff. Supervises all budget requirements from all departments.

This position reports to the Vice President of Global Conferences & Events and is a hybrid/remote position.

Responsibilities

Essential functions and responsibilities include, but are not limited to:

• Assist with the development of the department budget
• Track department budget
• Reconcile or note and report discrepancies found in department budget
• Create, edit and maintain templates for departmental information and programs
• Prepare expense/revenue reports and assist in reconciliation of department and annual conference budgets
• Review, prepare and reconcile all expense reports including travel expenses. Work closely with the accounting department.
• Participate in cost savings meetings and revenue generation brainstorms.
• Track and process accounts receivables.
• Manage all correspondence, memos, reports, minutes and other departmental documents.
• Answer telephone calls, update department voicemail and respond to annual conference emails consistently. Maintain department calendar, inventory of department supplies, sort and distribute department mail.
• Assist department staff with filing, distribution of various documents and coordinating travel arrangements.
• Calendar management for department
• Coordinate, organize and attend weekly department meetings, monthly annual conference meetings, and various other meetings as requested
• Manage contract paperwork and follow-up for the department
• Lead coordination of site visits and planning meetings for team travelling
• Design templates for various forms, badges, tent cards, certificates, reports and various other documents
• Edit and proof forms and surveys, signs and scientific documents
• Gather materials and prepare presentations for leadership meetings and team
• Respond to sales calls and solicitation emails
• Other duties as assigned

Qualifications

• Required Education Bachelor’s degree
• 4 years of project management and administrative experience

Knowledge, Skills and Abilities

• Experience working in a variety of administrative systems such as invoices, payment requests, order forms, travel and leave requests, reimbursement, etc.
• Working knowledge of financial and accounting procedures
• Proficient in Microsoft Office Suite, Google Office Suite, SmartSheet and various other database applications
• Strong budget management skills
• Strong data entry skills
• Superior communication and organizational skills
• Superior ability to remain calm under pressure and thrive in a high-paced work environment
• Ability to prioritize assignments and meet deadlines
• Ability to attend to detail and handle multiple projects simultaneously
• Ability to communicate effectively with staff, vendors, presenters, etc.
• Ability to lift up to 25 lb boxes
• Ability and willingness to travel occasionally
• Typing speed of 55 wpm
• Must possess valid US passport or ability to obtain one

Title:  Conference Services Operations Specialist

Position Location: Chicago, IL Hybrid/Remote

Full time based on 37.5 hours minimum

Position Grade: 506 Non-Exempt; The Alzheimer's Association’s good faith expectation for the pay range for this role is between $32-$37 per hour.

Reports To: VP, Global Conferences & Events

Who We Are:

The Alzheimer’s Association is the leading voluntary health organization in Alzheimer’s care, support and research. Our mission is to lead the way to end Alzheimer's and all other dementia– by accelerating global research, driving risk reduction and early detection, and maximizing quality care and support.

The Alzheimer’s Association announced a landmark $100 million investment in research for 2023. This unparalleled commitment is illustrative of the momentum we are building in dementia research — our investments today will lead to breakthroughs tomorrow.

At the Alzheimer’s Association, our employees are at the core of all we do. Our network of more than 1,900 employees across the United States makes a difference each and every day for those impacted by Alzheimer’s and those at risk for the disease.

We warmly invite qualified applicants to consider this opportunity to make a life-changing impact on the millions living with Alzheimer’s, their caregivers and those that may develop the disease in the future. Read on to learn more about the role, then visit our website www.alz.org/jobs to explore who we are and why we've been recognized as a Best Place to Work for the last twelve years in a row.

At the Alzheimer's Association®, we believe that diverse perspectives are critical to achieving health equity — meaning that all communities have a fair and just opportunity for early diagnosis and access to risk reduction and quality care. The Association is committed to engaging underrepresented and underserved communities and responding with resources and education to address the disproportionate impact of Alzheimer’s and dementia.

 The Alzheimer’s Association commitment remains steadfast in engaging all communities in our full mission. The Association provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment to the fullest extent required by law, including, but not limited to, on the basis of race, color, religion, age, sex, national origin, gender identity, disability status, genetics, protected veteran status, sexual orientation, or any other legally protected characteristic.

Employees working 24 hours/week or more are eligible for a comprehensive benefits package, including medical, dental, vision, flex accounts, short and long-term disability, life insurance, long term care insurance, tuition reimbursement, generous Paid Time Off, 12 annual holidays and Paid Family Leave, as well as an annual Cultural & Heritage Day and Volunteer Day of their choosing. They are also eligible for our gold standard 401(k) retirement plan. Please click HERE for more information.

Full time employees (37.5 hours/week), will enjoy all of the above plus an annual School Visitation Day and an Elder Care Facility Day of their choosing.