Location: 3300 Woodcreek Drive, Downers Grove, IL 60515
Type: Full Time
Preferred Education:
4 Year Degree
Position Summary:
The Manager of Conference Services will use their meeting and events planning expertise to manage and coordinate all assigned aspects of event management to include educational programs, committee meetings, rentals, workshops, special events for internal and external customers who utilize the ASGE IT&T facility; assigned event management for association’s annual meeting and minimum off-site events. Implement and manage cost-effective and well-planned programs and events for the association. Provide administrative and planning support necessary to develop meetings, programs, and events in a timely, efficient, and fiscally responsible manner. It's necessary to be a detail-oriented, energetic, and experience creator and customer-centric meeting planning professional.
Essential Job Functions:
The essential job functions listed below represent the primary duties and responsibilities of this job. Other duties and responsibilities within the scope of this job may be assigned to the employee. These essential job functions may change from time to time based on the strategic and operational needs of the organization:
Work as a member of the conference team to plan and manage all aspects of event management for ASGE educational programs, committee meetings, rentals, workshops, and special events held at the IT&T Center and assigned event management for the Association’s annual meeting and off-site events as needed.
Initiate and direct the planning and implementation of events for internal and external customers at the IT&T Center and assigned event management for association’s annual meeting and minimum off-site events. Serves as the primary liaison for events to secure meeting space, room block, ground transportation, audio visual, food & beverage, off-site dinners, and minimum exhibitor requirements. Develop detailed event specifications for internal customers and external vendors.
Interact with a variety of clients/customers, both internal and external. Work proactively and professionally to obtain pertinent information to deliver meeting specifications and exceed expectations by delivering six-star service.
Actively participate in the planning process for all meetings and events (e.g., departmental and liaison meetings) to ensure continual improvement and quality customer service.
Work closely with ASGE preferred in-house caterer(s) and off-site hotel banquets to ensure appropriate food/beverage services for in-houses and external meetings and events.
Consistently create, update and share information relative to events with team members.
Oversee contract negotiations with hotels, restaurants, and ground transportation companies.
Conduct site inspections when applicable.
Reconcile event billing, invoices and assist in tracking budgets to ensure revenue and expenses are kept within established boundaries.
Perform other duties essential to achieving established goals and objectives.
Requires 3-5 years of recent work experience managing all aspects of meetings and events, preferably in a medical or professional education environment or hotel/conference center. Bachelor’s degree preferred but we will consider event management experience in lieu of a Bachelor’s degree.
Intermediate knowledge and proficiency using Microsoft Office programs (i.e., Word, Excel, PowerPoint).
Exceptional customer service acumen.
Strong organizational and project management skills. Ability to manage multiple projects and work with inflexible deadlines. Comfort and preference for a high-volume and high-energy work environment.
Must exhibit characteristics of a “team player” who can work independently, as well as within a group setting.
Must be flexible to work evenings and weekends frequently.
Excellent written and verbal communication skills. Must demonstrate leadership via communication with staff, staff leaders, key volunteers, customers, and vendors.
Skills:
Strong organizational and project management skills and the proven ability to manage multiple projects and work within tight deadlines in a fast-paced environment.
Detail oriented.
Excellent written and oral communications with internal and external customers.
Ability to work effectively under pressure, solve problems and adjust quickly to changing situations and requirements.
Must exhibit characteristics of a team player who can work independently as well as within a group setting and can interface across multiple departments and levels of management.
Ensures exceptional customer service through leadership, communication and follow through with ASGE internal and external contacts (i.e., staff liaisons, hotel, ground transportation, caterers and restaurants).
Proficient in MS Word and MS Excel.
ABILITIES:
Demonstrate the ability to plan and execute events of the highest quality and value in a timely, effective and cost-efficient manner.
Ability to successfully manage multiple concurrent tasks as well as routinely prioritizing among major initiatives.
Ability to work on the weekends frequently and minimum travel to assist with onsite operations.
Education/Experience/Knowledge:
BS or BA degree in Marketing, Meeting Planning or related field; or a minimum of seven (7) years equivalent progressive event planning experience.
The American Society for Gastrointestinal Endoscopy (ASGE) Since its founding in 1941, the American Society for Gastrointestinal Endoscopy (ASGE) has been dedicated to advancing patient care and digestive health by promoting excellence and innovation in gastrointestinal endoscopy. ASGE, with more than 16,000 members worldwide, promotes the highest standards for endoscopic training and practice, fosters endoscopic research, recognizes distinguished contributions to endoscopy, and is the foremost resource for endoscopic education. ASGE is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, ethnic or national origin, disability or any other status protected by State and Federal Law. Our commitment to diversity, equity, inclusion and belonging drives us forward every day. Together, we will continue to build a culture that welcomes, encourages, supports, and empowers the diverse voices of our employees. ASGE's Mission Statement is: "To be the leader in advancing patient care and digestive health by promoting excellence and innovation in endoscopy"