Meetings Specialist

Position Overview

IBTTA’s Meetings team is passionate about creating impactful, informative, and engaging experiences that exceed members’ expectations. Our team works collaboratively to design and deliver 7-8 cutting-edge conferences throughout the year, bringing together global leaders and hundreds of members to tackle key industry issues and stay informed on the latest trends. They also create virtual events to connect members who may not be able to attend in person, ensuring all can benefit from the association’s valuable programming. Hosting these meetings and events is a core part of our association’s mission.

We’re looking for a resourceful and organized Meetings Specialist to support the design and delivery of these best-in-class member meetings and exciting projects throughout the year. If you're looking to be an integral member of a collaborative, fast-paced environment, this is the role for you!

Our Meetings Specialist reports directly to our Director of Meetings and collaborates with the broader Meetings team. This new position offers a unique opportunity to apply hands-on experience in event planning and project management, while contributing to the seamless execution of both revenue and non-revenue producing association meetings.

Please note, the responsibilities listed are not intended to be a comprehensive list. Additional duties may be assigned to meet the needs of the association.

Key Responsibilities

Support Meeting Planning & Execution:

• Coordinate pre-meeting logistics including but not limited to scheduling calls, off-site events, room block management, registration creation, and Banquet Event Order preparation.
• Research and confirm vendors for social tours, networking events, and technical tour activities (e.g. F/B, transportation). Ensure adherence to budget and quality of service.
• Manage timelines, vendor relationships, and on-site logistics (e.g. packing, shipment tracking, restocking materials, etc.) to deliver exceptional and consistent meeting experiences within budget and across all channels including printed material, meetings app, web, etc.
• Serve as project manager to complete printed programs and other print collateral for events.
• Provide on-site event support as needed/scheduled. Ensure smooth execution of meetings by troubleshooting issues and providing excellent customer service.
• Prepare post-meeting reports and summaries for historical purposes.
• Work with Meetings Team to execute all in-house events, webinars, and other pop-up events as necessary.
• Collaborate with the Sr. Manager, Member Relations & Exhibits to fulfill sponsorship items for the Technology and Annual Meetings (e.g. reg bags, journals, water bottles, etc.).

IBTTA Foundation and Special Projects Support

• Coordinate IBTTA Foundation programs including the scholarship fund, Leadership Academy and community service projects.
• Assist the Director of Meetings with the Awards programs.
• Coordinate with various departments and external partners to ensure project milestones and deadlines are met.
• Manage special projects, both planned and unplanned, throughout the year.

Knowledge and Skill Requirements

• 3-5 years meeting logistics experience (preferably experience with meeting creation, liaising with vendors, hotel)
• Excellent communication skills
• Excellent attention to detail and organization skills
• Resourceful, creative, and highly collaborative
• Strong ability to take ownership of a process and use problem-solving skills to resolve issues and offer proactive solutions
• Strong service-oriented attitude
• Strong ability to function under pressure and a sense of urgency
• Proficiency in Microsoft Office Suite and Adobe Acrobat

· Reliable transportation to and from the office and events required

Key Competencies

· Project management and organizational skills

· Time management

· Problem-solving

· Team collaboration

· Communication skills

Essential Functions

These are the core duties that must be performed by the employee, with or without reasonable accommodation.

· Assist with the design, planning, and coordination of member meetings and events

· Assist with negotiating contracts

· Communicate, consult, and respond timely to colleagues, members, vendors, and key stakeholders

· Manage project timelines

· Address, with minimal disruption, unexpected changes to meeting or event planning, venue, and/or logistics

· Manage multiple concurrent projects

· Create, compute, and manage budgets

· Track, analyze and summarize feedback (e.g., data, reports, surveys)

· Travel, including travel by air, both locally and nationally and for consecutive days

· Work long hours during events, including evenings and weekends, as necessary

· Lift, carry, and push/pull up to 50lbs

Job Type: Full-time

Pay: $84,420.00 - $93,800.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift

Work Location: Hybrid remote in Washington, DC 20005

Salary : $84,420 - $93,800