The American Cleaning Institute (ACI)

Job Posting: Meetings and Convention Coordinator

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MAIN PURPOSE AND OBJECTIVE OF POSITION

The purpose of the Meetings and Convention Coordinator is to provide support for the Convention and Meetings Department, which manages logistics for one large Annual Meeting and several smaller meetings and events each year. The Meetings and Convention Coordinator should be a strong administrative professional with a background in meeting and event planning, providing registration assistance, and stellar customer service skills.

QUALIFICATIONS, KNOWLEDGE, SKILLS AND ABILITIES

  • High school diploma/GED with a minimum of three (3) years’ administrative experience, preferably in a trade association
  • Strong interest in meeting and event planning
  • High level of professionalism required
  • Strong time management, analytical, and organizational skills
  • Strong customer service skills with exceptional interpersonal and communication skills
  • Ability to interact in a diplomatic and tactful manner with members, stakeholders, and staff
  • Must be dependable, flexible, hard-working, and have a positive attitude
  • Superior proofreading skills with a keen eye for details
  • Ability to manage multiple priorities while meeting critical deadlines within limited time frames
  • Ability to think strategically and set priorities to achieve assigned objectives and goals
  • Computer savvy with demonstrated proficiency in Windows and MS Office, with a high degree of competency in Word, Excel SharePoint and Teams; knowledge of and experience with website design (html/CSS, Bootstrap, Adobe Dreamweaver) a plus
  • Experience with registration software and association membership/management systems/databases
  • Ability to work at a computer for extended periods of time
  • Ability to work within a team structure as well as independently
  • Ability to travel to attend ACI convention and meetings

MAJOR RESPONSIBILITIES

  • Provide Senior Director, Convention and Meetings with administrative support
  • Serve as primary registrar and manage the registration process for all ACI meetings
  • Maintain on-line meeting registration site for all ACI meetings and webinars
  • Coordinate the on-site registration process for the Annual Convention
  • Schedule Convention Committee meetings and conference calls, prepare sign in sheets, track attendance, and draft minutes
  • Create and update websites for events and ensure all essential information and options are included in the website
  • Manage sponsorship program, including outreach and sign up, materials collection, and benefits fulfillment
  • Coordinate the logistics for all in-house meetings, including scheduling of conference rooms, food and beverage ordering and setup, AV equipment, signage, and special arrangements
  • Develop and generate agendas, schedules, badges, tent cards, signs, reports, and all other meeting materials
  • Assist with proofreading of meeting content and Annual Convention program
  • Track and manage meeting supplies
  • Coordinates, packs and ships materials to meeting venues
  • Send, track, and archive all meetings correspondence
  • Maintain historical file of all printed Convention materials
  • Process Meetings Department vendor invoices
  • Process travel and expense reimbursements
  • Creates reports using Microsoft Excel and Word
  • Serves as backup for Membership Database
  • Other duties as assigned.

Interested applicants may submit a resume and cover letter with salary requirement to Resumes@CleaningInstitute.org.