Overview

Under the general and administrative direction of the Executive Director of ABOTA and the Associate Executive Director of ABOTA (hereinafter collectively referred to as “ABOTA”), the Meetings and Events Coordinator:

• Coordinates logistical details of National Board Meetings and ABOTA Foundation Trustees Meetings;
• Acts as lead for on-site staff functions at meetings both in person and virtual;
• Maintains an accurate calendar of events for ABOTA and chapter activities;
• Assists in the preparation of materials related to the various meetings;
• Functions as staff liaison to specified committees;
• Performs work necessary to maintain and improve identified programs and/or projects;
• Maintains the upkeep of National Board of Directors directory and spouse directory.
• Performs any and all other functions as may be considered necessary and appropriate by the Executive Director.

Duties:

Meetings:

Includes, but is not limited to, meetings of the National Board of Directors, ABOTA National Executive Committee, Nominating Committee, ABOTA Foundation Trustees Meetings, the Leadership Conference, and/or other meetings as requested and appropriate.

• Assist with annual budget planning and individual meeting budget forcasting.
• Prepare meeting proposals upon request;
• Prepare all aspects for a meeting frm A-Z to include, but not limited to, registrations, sponsor contact, meeting deposits, calendars, and post meeting billing
• Functions as primary staff liaison with hotel representatives to:
  • Communicate organizational needs and preferences;
  • Ensure the efficient and effective conduct of meetings;
  • Working in cooperation with appropriate staff, prepares and distributes various promotional materials, meeting notices, supporting materials and the like;
  • Performs miscellaneous administrative duties
• Writing and research skills.

Other

• Performs any and all other functions as considered necessary and appropriate by the Executive Director and/or the National Associate Executive Director.

Minimum Qualifications:

The Meetings and Events Coordinator should have, as a minimum:

• A Bachelor’s degree preferable in Hotel/Motel Management, Business Administration, and/or an equivalent course of study from an accredited college or university;
• Project management
• Not less than three (3) years demonstrated and comprehensive work experience in meeting planning with preference given to work experience in a professional and/or trade association;
• Excellent verbal and written communication skills;
• The ability to work with a diverse group of volunteers, staff, and vendors in the timely and professional completion of day-to-day responsibilities and other responsibilities as may be assigned;
• The ability to deal professionally and effectively with stressful situations and demanding people;
• The ability to quickly identify and comprehend issues germane to ABOTA’s mission;
• The ability and willingness to make recommendations to improve and/or expand the services provided to the members of ABOTA;
• The ability and willingness to travel in order to accomplish the duties of the position.

Send resume to:

ABOTA Meetings

Careers@abota.org