Senior Specialist, Conference Services
The position requirements for the Senior Specialist, Conference Services include but are not limited managing logistics for 20+ meetings per year. Responsibilities include researching and recommending meeting venues, negotiating hotel contracts, preparing detailed meeting specifications, managing food and beverage requirements, room blocks, housing, and travel logistics. This position will also serve the department lead on virtual conferences throughout the year including the Alzheimer’s Association Annual Conference® (AAIC®).
This position is remote ( preferably located in Chicago, IL) and reports to the Director, Conference Services.
ESSENTIAL DUTIES & RESPONSIBILITIES:
- Research and recommend cities and venues for meetings with 10 - 1000 attendees
- Negotiate contracts and manage logistics including room set-ups, food and beverage requirements, program schedules and audiovisual requests for in person meetings with 10 - 1000 attendees
- Prepare and monitor cost estimates, budgets, work plans and status reports for both in person and virtual meetings
- Oversee the RFP, logistics, timelines, technology, platform build outs and seamless execution of virtual conferences for the Alzheimer’s Association
- Lead on virtual platform for hybrid Alzheimer’s Association Annual Conference® (AAIC®)
- Lead on virtual posters and virtual presentations for AAIC, including trainings and managing submitted presentations
- Provide live, virtual support to virtual attendees and speakers during conferences; troubleshoot and resolve virtual platform issues before, during and after conferences
- Assist chapters with their virtual and in person meetings as needed
- Perform other duties as assigned
- Ability to demonstrate knowledge of RFP preparation, meeting specification writing
- Proficient in virtual conferences and events, with knowledge of virtual conference trends, vendors and best practices
- Must have the ability to manage multiple projects and work well under pressure
- Must have excellent customer service skills, organizational, and communications skills (both written and verbal)
- Must be able work independently and in a team environment
- Must be able to set priorities and complete projects on time and on budget
- Ability to communicate effectively with clients and department staff in person, on virtual meetings and via phone
- Ability to respond to request quickly to resolve logistical problems
- Ability to interact tactfully and effectively with a wide variety of individuals
REQUIRED EDUCATION AND EXPERIENCE:
- Bachelor of Arts degree
- Minimum two years of experience in meeting planning including virtual meetings
- DES or VEMM and CMP preferred (or ability to get within a year of starting role)
- Long hours and weekend work will be necessary around key meeting times
- Ability to travel domestically and internationally (often over weekends) approximately 5-8 times per year
- Ability to work weekends and work long hours (12-15-hour days) when required
- Ability to bend and lift heavy boxes (up to 25 pounds)
Job Title: Senior Specialist, Conference Services
Position Location: Hybrid - Chicago Home Office
Full time or Part time: Full time based on 37.5 hours a week minimum
Position Grade: 508, estimated salary range $65,000.00-$80,000.00
Reports To: Director, Conference Services
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.
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 is committed to diversity, equity and inclusion in the workplace and provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
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.
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. #LI-SL1