For more than 75 years, the League of American Orchestras (www.americanorchestras.org) has led, supported, and championed America’s orchestras and the vitality of the music they perform. The only national organization dedicated solely to furthering the orchestral experience, the League is committed to furthering field innovation and learning, as a response to socio-demographic, technological and cultural change. Today, the League’s serves a diverse membership of more than 2,000 organizations and individuals across North America, from world-renowned orchestras to community groups, from summer festivals to conservatories, and youth ensembles. Thanks to the League, these organizations – and the managers, artists, trustees and volunteers who work with them – convene at conferences and events; are inspired by the award-winning Symphony magazine; and benefit from vital industry reports, leadership programs and grant opportunities.
Position Summary: The Meeting and Logistics Coordinator is a highly visible role which demands extensive customer service skills, a high level of professionalism and willingness to handle all planning and administrative details of meetings and events. The ideal candidate must thrive in a challenging and fast-paced atmosphere where prioritizing and multi-tasking are the norm. Exceptional attention to detail and first-class organizational skills are mandatory. This dynamic position will report to the Director of Conferences and Business Engagement and will work in a team environment to produce events, meetings, and additional projects as required.
Roles and Responsibilities:
Work on large-scale conferences, field-wide professional development gatherings, board meetings, and a variety of other programmed events for the Association.
Work with Association Executives on preparation of speaker agreements, digital management of contracts, speaker bios and headshots, session descriptions, handouts, RFPs, etc.
Coordinate event logistics and services, including technology and equipment needed to run the event, food, drinks, onsite transportation, and more
Send and track correspondence with speakers and sponsors/exhibitors
Assist with the coordination and creation of event publications and syllabus materials.
Coordinate all planning meetings for conferences and other convenings with staff: draft agendas; take and circulate minutes
Coordinate travel, lodging, and expenses for participants traveling to meetings
Create and manage budgets and collection of registration information for events
Assist with the creation of event materials and signage
Oversee meeting preparation, supplies ordering, and packing/shipping of event materials
Staff events as required including occasional travel to regional and national meetings
Manage and coordinate use of on-site meeting spaces, serving as primary contact for members or other organizations using Association spaces.
Provide back-up and catering support as requested.
Data entry and daily administrative functions
Create invoices and receipts as requested; track expenses for event budget reconciliation
Other duties as assigned
The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required.
2+ years professional meeting experience (nonprofit or association experience preferred)
Innovative and resourceful; actively seeks opportunities to improve meetings and events
Experienced at negotiating and building partnerships with vendors
Exceptional client service skills and enjoys working with the public
Strong time management skills and ability to manage concurrent tasks efficiently
Superior attention to detail; first class organizational skills
High energy, positive, professional attitude, pride in work product
Strong computer skills to include: Microsoft Office products, and experience using Salesforce or other CRM databases
Excellent written and verbal communication skills
Great team member: willing to roll up your sleeves and pitch in to help your colleagues when needed
Availability to work some evenings and weekends as needed and up to 4 weeks of travel annually
A Bachelor’s degree in hospitality management or a related major, or equivalent work experience.
An interest in working towards a Certified Meeting Planner(CMP) designation
Contact: Please send resume, cover letter and salary requirements to Stephen Alter, Director of Conferences and Business Engagement at firstname.lastname@example.org. No calls please.