Conference And Account Coordinator (Medina)

Feb. 15, 2012

Minneapolis, MN

Confidential

DETAILED POSITION DESCRIPTION:

Specific position responsibilities include:

Development and maintenance of project plans

Development and maintenance of budgets

Program metric setting

Definition of responsibilities for client and Type A

Continual project management and leadership for client and Type A

Financial tracking and invoicing

Assistance with marketing plans

Strategic advising relating to marketing efforts and targets

Strategic advising relating to content development

Research and recommendations regarding new conference technologies and appropriate implementation

Guidance of the session development process

Registration oversight and reporting; Liaison to registration company or management of registration tools, depending on event and client

Management and creation of weekly KPI

Management of program logistics, including: signage needs, hotel rooming list, food & beverage orders, vendor specifications, etc.

Responsible for providing recommendations, expert knowledge and experience in the strategic planning process for assigned conferences and events

Research, evaluate and select vendors needed for event, negotiate and prepare vendor contracts for signature (internal or client)

Negotiate contracts with such service providers and suppliers as hotels, convention centers, and speakers

Logistically plan and manage all or sections of a meeting or event

Coordinate logistics, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security

Prepare and maintain internal and external show planning documents; including check lists, on-site schedules, timelines, meeting notes, and budget spreadsheets.

Organize and manage registration of event participants, including registration set-up, managing room blocks and providing rooming lists to hotels, managing activity participation, tracking payments (as necessary)

Oversee orders and shipments of literature and premium items.

Management and writing marketing communication activities, including web, print and e-communications

Create post-event reporting for clients and internal documentation

Conduct post-event evaluations in order to determine how future events could be improved

Review event bills for accuracy, and approve payment

Plan and arrange multiple meetings at one given time

Leads and directs the work of others (in office and on-site)

Serves as principal liaison between contractors, organizers, faculty, and administrators with regards to all facets of the logistical operations support of multiple programs and events

Maintain relationships and knowledge by participating in industry training and staying current with industry websites and periodicals

Work on-site for events you are involved

Perform other duties and responsibilities as assigned

Preferred Attributes of Candidate:

Customer-service orientation

Strong public speaking and meeting facilitation skills

Positive and enthusiastic personality

Leadership Skills

Passion for conference planning

Strong work ethic

Willingness to do what it takes to get the work done

Unwillingness to accept ordinary--desire to take everything "to the next level"

Open to continual improvement on best practices and willingness to incorporate company/client's previously established best practices into your working style

Interest in being a part of a growing organization

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