Contribute to the delivery of exceptional meetings and conferences for association members and Board of Trustees.
Work as part of the Meetings Team:
-Coordinate preparations for meetings (i.e. signage, menus, speaker communications, meeting specifications, a/v requirements, supplies, meeting credential materials, track RSVP status and rooming list activity, print tent cards and badges, order supplies, and other ad hoc tasks as assigned).
-Prepare promotional materials and coordinate fulfillment.
-Maintain established budget and submit deposit and final invoice payment requests to Accounts Payable.
-Maintain meetings history.
-Provide on-site execution support during RECon ; Attend pre-planning site visit as needed.
-Provide on-site support at other domestic and international events as needed.
-Assist with identifying and refining process improvements for the Meetings Team, often working in conjunction with other ICSC departments.
Coordinate with Third-Party Vendors:
-Prepare RFPs and summarize responses.
-Negotiate vendor contracts as assigned.
-Facilitate the legal review, approval, signature and payment processes for contracts.
-2-3 years of administrative experience with a strong interest in meeting planning. Association experience is a plus.
-Sense of discretion; Experience working with confidential documents.
-Expert proficiency in MS Outlook, Excel, Word and PowerPoint
-Builds effective relationships and demonstrates professionalism.
-Proactive with a can-do attitude, even in the most challenging situations.
-Detail-oriented, highly organized and able to meet multiple concurrent deadlines gracefully while under pressure.
-Able to assimilate and analyze different information, identify potential problems and propose solutions.
-Highly adaptable and willing to tackle new and unfamiliar challenges.
-Exceptional verbal and written communication skills.
-Willingness to work some evenings and travel 2-3 times a year for up to 10 days at a time.
-Able to lift 20 lbs.
ICSC is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, age, gender or gender identity, sexual orientation, ancestry, national origin, marital or veteran status, disability or genetics. In addition to federal law requirements, the company complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
The company expressly prohibits any form of workplace harassment based on race, color relations, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of the company’s employees to perform their job duties may result tin disciplinary actions up to and including discharge.