Meetings Coordinator

Parthenon Management Group – Meetings Coordinator

POSITION DESCRIPTION

Position:                     Meetings Coordinator

Reports to:                 Senior Meetings Manager

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We are Solutionaries. 

Parthenon Management Group is an association management company offering management services to professional medical and scientific societies. We offer strategic guidance and bring creative solutions with a vision for the future. 

The Meetings Content Manger supports PMG’s goals, values and philosophy by exhibiting the following behaviors: excellence, quality service, commitment and accountability. The Meetings Content Manager should represent PMG’s core DNA traits: authentic, tireless, and fearless. The Meetings Coordinator performs high level administrative duties necessary to support the meetings management services PMG provides to professional societies.  This position is responsible for supporting the VP of Client Operations, Senior Meetings Leaders, Meetings Managers and Meetings Content Managers and enhancing the brand of PMG and its clients as described below. 

PRIMARY DUTIES AND RESPONSIBILITIES include the following:

·       Meeting Logistics - Handle all aspects of event management, including but not limited to:

o   Communicate with venue to ensure detailed planning and arrangements are complete.

o   Prepare function sheets and event spec guidelines based on the program schedule.

o   Negotiate contracts with venues and vendors.

o   Manage hotel and travel accommodations for board members, committee members, and presenters.

o   Coordinate with AV, decorator, internet provider, and other ancillary meeting services.

o   Develop the conference registration site for meeting attendees.

o   Manage the housing room block for meeting attendees.

o   Develop evaluation for meeting attendees.

o   Coordinate and manage committee and affiliate meetings.

o   Work with the Meetings Content Manager to organize sessions and schedule for the meeting. 

o   Secure event insurance and event cancellation insurance if desired by client.

·       Marketing

o   Create and manage the meeting website.

o   Print material for other meetings.

o   Develop email and social media marketing for the meeting and all its deadlines. 

·       Budgeting

o   Create, present and update the meetings budget to the board for approval.

o   Reconcile the meeting financials at the conclusion of the meeting.

·       Accreditations

o   Secure accreditation agreement with preferred accreditor.

o   Ensure presenters’ disclosures are approved by accreditor.

o   Create post meeting evaluation based on the society’s preferred methods of accreditation.

o   Process accreditation certificates to meeting attendees. 

·       Meetings Administration

o   Manage meetings inventory and order items when depleted.

o   Pack & unpack all meetings shipments at the Brentwood office.

o   Assist with projects assigned by Senior Meetings Leaders and VP of Client Operations.

·       Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES

None.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skills and/or abilities required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE

1.     Bachelor’s degree in management, business, event management, or a related area.

2.     Previous experience working with non-profit societies.

3.     Previous experience working with academic/scientific meetings.

4.     Knowledge of membership database software helpful.  Ability to learn such software quickly and to become proficient essential.

OTHER SKILLS

1.     Good written communication skills.

2.     Excellent interpersonal skills.

3.     Mastery of Microsoft Office software. 

4.     Must be well organized, have the ability to handle multiple assignments, and pay close attention to details. 

WORK ENVIRONMENT

Position is in an office setting that involves everyday risks or discomforts requiring normal safety precautions. On occasion, the individual must be able to do moderately demanding physical activity such as handling and opening boxes weighing 35-40 pounds, standing and walking extensively throughout the day. Limited to moderate travel is required, including long hours on-site at conferences.

BENEFITS

People come first at PMG. That goes for both our clients and our team members. We are known for our exceptional customer service and work ethic. Our clients are like family to us! But our real families are also a priority. From flexible work schedules, including work-from-home plans, paid volunteer days, profit sharing and more, PMG takes great care of its team members.

·       We offer:

o   Medical, Vision, and Dental insurance

o   Disability insurance

o   401(k)

o   2 Personal Days, 8 Paid Holidays, PTO Days

o   6 weeks parental leave

o   Employee Development

·       PMG offers one paid Give Back Day to employees where team members can volunteer at their favorite cause on PMG's dime.

·       We are passionate about creating a workplace that promotes and values diversity. We serve associations who are global, multicultural, and diverse, and we want to reflect that inside our walls. More importantly, creating an environment where everyone, from any background, can do their best work is just the right thing to do.