Meeting Services Associate Job Listing at American Academy of Pediatric Dentistry in Chicago, IL (Job ID 20258897)

Description

The Meeting Services Associate is responsible for assisting in the planning, coordination, and execution of meetings, conferences, and events for the AAPD. This role will work closely with the Assistant Director for Meetings and Continuing Education and other team members to ensure that all events are executed smoothly and effectively.

Essential Duties:

General

1. Coordinate all logistics for all internal AAPD and AAPD Foundation small in-office meetings throughout the year which includes making housing and restaurant reservations.
2. Assist in the coordination of all logistics for the AAPD Qualifying Exam Prep Course.
3. Utilize software to build registration for continuing education (CE) courses, to register attendees and to prepare reports.
4. Manage outbound and inbound shipping for all CE courses.
5. Prepare hotels specs for CE courses for review with Meetings Team.
6. Prepare promotional content for major areas of responsibility to be placed in AAPD communications (PDT magazine, E-News, Continuing EDge, AAPD website and social media channels).
7. Maintain contact/liaison between AAPD and its designated travel agent, including but not limited to updating travel policies for each meeting and answering password/login inquiries from staff and members.
8. Reconcile the master bill for all CE Courses, small meetings and Annual Session.
9. Provide on-site support during events, including set-up, registration, attendee assistance, and breakdown.
10. Take notes for all committee meetings, prepare minutes for review, and distribute to members.
11. Manage webinar sessions for all departments of AAPD.
12. Support all members of the AAPD Meetings Department for all CE or Annual Session offerings.
13. Set-up products and assist with customer service for the AAPD online CE program, Education Passport.

 Annual Session

1. Serve as the first point of contact troubleshooting any registration issues and provide customer service to members and to our supplier/partner, including answering all phone calls for the Meetings Department.
2. Administer all aspects of the Career Opportunities Fair.
3. Coordinate the tracking, collection, and processing of exhibitor payments.
4. Travel to meeting and coordinate on-site logistics.
5. Attend Scientific Planning Committee meeting and site visit in July of the year prior to the meeting, as well as pre-site visit and Local Arrangements Committee meeting in March/April prior to meeting.
6. Assist with speaker management and communications as directed by the Meetings Team.
7. Coordinate Annual Session invitation mailings and manage responses and guarantees.
8. As Staff Liaison to the Local Arrangements Committee (LAC), create a sign-up for volunteers and manages the schedule of poster judges, room monitors and Speaker Champions. Communicate effectively to all LAC Chairs and volunteers.
9. Order staff uniforms for AAPD onsite staff.
10. Order supplies for registration.
11. Coordinate the shipment from headquarters to the meeting, and manage return shipment to AAPD Headquarters.
12. Extract and organize speaker and session information for publication online and in PDT.
13. Perform other miscellaneous duties in support of the Annual Session.

 Performance Standards:

1. Successfully assist in the planning and execution of all assigned events, meeting established deadlines and budget requirements.
2. Maintain a high level of professionalism and customer service when interacting with internal and external stakeholders.
3. Manage one's time and deadlines effectively in order to support the goals of the Meetings Team.
4. Demonstrate a proactive approach to problem-solving and the ability to adapt to changing circumstances.
5. Contribute to the overall success of the Meetings Teams by actively participating in team meetings and sharing ideas for improvement.
6. Gain knowledge of the convention and meetings industry, and develop contacts with key properties in Chicagoland-area and nationally to maximize space and pricing options for the AAPD, in coordination with the Vice President of Meetings and Continuing Education.
7. Uphold the values and mission of the American Academy of Pediatric Dentistry in all interactions and activities.

1. Strong organizational skills and attention to detail.
2. Excellent communication and interpersonal skills. The individual must be customer service focused for members, vendor partners and staff.
3. Ability to work effectively in a fast-paced, team-oriented environment.
4. Proficiency in Microsoft Office suite and event management software.
5. Strong problem-solving skills and ability to think creatively.
6. Ability to manage multiple projects simultaneously and meet deadlines.
7. Knowledge of basic event planning principles and practices.

• Previous experience in event planning or related field is preferred.
• Certification in event planning or related field is desirable.