Meeting Assistant Jobs in Wisconsin (NOW HIRING)

Description

Summary:

The Meeting Manager position is a highly visible, customer-facing role responsible for the logistical planning, coordination and implementation of assigned meetings, programs, conferences and symposiums for the International Foundation. These meetings have attendee counts of 5 to 6,000, with varying complexity in schedules and programming. The ideal candidate is highly organized, detail-oriented, can multi-task and thrives in a fast-paced, collaborative environment focused on delivering exceptional attendee experiences.

This role is the second of three progressively responsible Meeting Management positions in the organization (Associate Meeting Manager, Meeting Manager, and Senior Meeting Manager).

Essential Duties and Responsibilities:

This Position Description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

• Define and manage meeting space and room block requirements for educational programs. Evaluate general and specific meeting objectives to ensure space aligns with program needs. Oversee housing blocks and monitor room pickup to minimize or avoid attrition penalties.
• Evaluate RFPs and make recommendation on location and facility including accommodations, meeting facilities and support services available to best maximize the effective utilization of the selected facility.
• Coordinate and participate in site inspections for select programs.
• Contribute to budget preparations, tracking and reconciliation of meeting expenses.
• Manage pre-planning meetings with Educational Programs team; coordinate all information for meetings and events and disseminate appropriately.
• Develop meeting specifications including timeline, food and beverage menu selections, room set-up, audio visual, technology, VIP requirements, signage, transportation and housing.
• Initiate proposals with vendors; negotiate and manage vendors and contracts.
• Determine staffing requirements during the program. This includes vendor selection, scheduling, contracting, training, overseeing and invoicing.
• Responsible for the attainment, delivery and set up of all materials (e.g., program materials, registration packets, signage, audio visual equipment, displays).
• Coordinate attendee information, confirmation letters, registration and customer service needs prior to and during the conference.
• Lead onsite execution of the program, registration, food and beverage functions, audio visual, meeting room set-ups, shipping arrangements and monitoring sessions, risk management and other logistical details..
• Troubleshoot and solve onsite problems seamlessly.
• Upon completion of program, provide evaluation and feedback concerning logistical aspects of the function regarding meeting facilities, vendors, staffing providers and other services. This will include recommendations to ensure future success.
• Track statistics for attendance, expenses, registration and hotel history.

As incumbent becomes increasingly proficient, may assist supervisor / more senior team members with:

• Collaborating with third-party booking agent regarding the site selection process for meetings, conferences and programs.
• Monitoring and advising third party booking agent on acceptable contract terms with hotels and convention centers. Keep track and maintain contracts for hotels and convention centers to ensure execution of all contract terms.
• Helping to create and maintain the master meeting schedule.

Supervisory Responsibilities:

No formal supervisory responsibilities; however, incumbent may be required to train/mentor more junior staff members. Additionally, while onsite at a program, the Meeting Manager is responsible for the supervision of all logistics personnel activities, which may include hotel and temporary/contract personnel.

Requirements

Required Education/ Experience:

The International Foundation will always consider candidates with an equivalent combination of education and relevant experience.

• A Bachelor's Degree in business administration, communication, hospitality management (or related field) and/or CMP designation is required.
• Minimum of 3 years' relevant, professional experience in meeting management. Prefer candidates whose experience includes hotel or convention center meeting management; but will consider other candidates with similarly-scoped meeting planning experience.

Minimum Qualifications/Skills:

• Excellent interpersonal, verbal and written communication skills, with strong commitment to customer service and professionalism.
• While formal supervisory experience is not required, candidates should have a demonstrated ability to lead and direct the activities of others. Prior experience working with or overseeing the activities of transportation, housing/hospitality, catering, A/V, and other meeting-related personnel is critical.
• Strong project management, organizational, prioritization, and time management skills are essential for success.
• Must exercise discretion, deal with obstacles/difficulties, multi-task, resolve issues professionally, calmly and efficiently, using independent, knowledgeable judgment and perform duties with minimal supervision and direction.
• Demonstrated understanding of and proven competency working with contracts and legal agreements, related to meeting planning.
• Ability to establish, manage, and meet event budgets.
• Proficiency in Microsoft Office (Outlook, Excel, Word), and meeting management tools such as Cvent, Smartsheet, and/or social tables is essential.

Travel Requirements:

The individual will be required to travel both domestically and internationally approximately 25-30% of the time based on annual calendars. Generally, this will be 7-12 trips per year, each lasting approximately 4-10 consecutive days. For longer trips, the incumbent regularly works on each of the consecutive days, including during nights and weekends. Up to fifteen (15) additional paid days off work ("Comp Days") are offered per year for mandatory travel-related work conducted on weekend days.

Work Environment:

This position is expected to work from our corporate headquarters office in Brookfield, WI, Monday through Friday of each week. This is an office environment with typical office conditions, including lighting, noise, seating and equipment. Following a successful training period (and pending each individual's ability to effectively work from an appropriately-equipped home office, per the terms of the Hybrid Work Policy) incumbents may permitted to work remotely on Mondays and Fridays, as business needs allow, in up-to a 60/40 (onsite/remote) hybrid schedule. The Foundation reserves the right to modify or discontinue the current hybrid schedule at any time as business needs dictate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties and responsibilities of this position, the employee is required to sit or stand for extended periods of time. The employee will occasionally be required to walk, climb, stoop, kneel, crouch or crawl, reach above shoulders, and move from place to place. While attending offsite events, the individual will need to be able to work for longer-than-normal periods of time (upwards of 12-16 hours per day) over consecutive days, which may result in up-to 12 consecutive work days of varying length. The incumbent will regularly stand and walk for long distances and/or extended periods of time. The incumbent is regularly required to talk and listen and frequently required to sit and use hands for tasks requiring dexterity and/or grasping and holding. Specific vision requirements for this position include close vision, distance vision, color vision, peripheral vision and the ability to adjust focus.

Additionally, when preparing for business trips, events and meetings, the incumbent will be required to unpack and assemble materials and equipment. Individual must be able to lift and maneuver crates and suitcases weighing 30-50 pounds; and occasionally up-to 100lbs in a team-lift capacity. When attending trips, events and meetings, the incumbent will be expected to walk long distances and may be expected to stand for extended periods of time.

The above statements reflect the general details necessary to describe the principal functions of the occupation described and shall not be construed as a detailed description of all the work that may be inherent in the occupation.

COMPENSATION & TOTAL REWARDS

Our incredible benefits package includes a comprehensive and very affordable medical plan (which includes Teledoc), vision plan, dental plan, FSA (medical and dependent care), Employee Assistance Program (EAP), long term disability, short term disability, ample PTO (vacation, sick, holidays) and more! Our retirement plan includes a defined benefit (pension) plan AND a non-elective company 401(k) contribution AND a 401(k) matching contribution.

Unique organizational perks include free Milwaukee County Zoo passes, an on-site fitness center with yoga, stretch, and strength training classes, mindfulness sessions, a bocce league, game nights, and even a cribbage club to name a few!

The base salary for this exempt-level position starts at $55,000/year, based on experience. 

ABOUT US:

The International Foundation of Employee Benefit Plans is North America's largest membership organization for those who work with employee benefit plans. The Foundation's employees make a HUGE impact on the livelihoods of millions of workers across the U.S. and Canada because of the work we do in providing education and research to the benefits community. Employees enjoy an outstanding benefits package, unique employee perks, creative and caring co-workers-all within a family-friendly workplace. Speaking of workplaces, the Foundation is tucked into a 15-acre wooded slice of nature in the heart of Brookfield. We're small enough for you to have ongoing, meaningful impact on the organization but big enough to make international news. Visit us at www.ifebp.org or connect with us on the socials.

PRE-EMPLOYMENT CONTINGENCIES

All at-will offers of employment issued by the International Foundation are contingent upon a successful completion of: background check, employment history verification, education verification (as applicable by position), credit check (as applicable by position), motor vehicle records (MVR) check (as applicable by position), 3-5 professional references, and completion of the Federal I-9 and E-Verify process to demonstrate eligibility to work for the IFEBP.

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