Careers at ACTE

Department: Meetings
Remote position, preference given to local applicants

SUMMARY OF RESPONSIBILITIES:

Provide planning and direction to the Meetings Department, which is responsible for the organization’s meeting and event planning activities.  Support key departmental functions such as scheduling hundreds of concurrent sessions and coordinating with content managers and the communications director.  Serve as the key registration point of contact for all conferences and events. The position demands excellent attention to detail, customer service skills, and a high level of professionalism. 

ESSENTIAL FUNCTIONS:

1. Call for Proposals process: Utilizing an abstract database to set up the VISION call for proposals, to include:
   1. Coordinating with Division VPs on review committee selection/training
   2. Create reports to assist Division VPs and the internal ACTE team in selecting
2. Ability to plan all aspects of a mid-sized meeting (400-500 people) from registration set-up to on-site execution, including:
   1. Manages event locations: Working with a third-party conference management company to develop RFPs to identify potential locations and services for ACTE events; providing recommendations on potential site selection based on budget, perception, and site location; conducting hotel and facility site visits to determine space evaluation and feasibility/utility; and managing the negotiation and oversight of hotel and convention/meeting center contracts.
   2. Coordinates all meeting logistics requirements including but not limited to audio-visual and food and beverage; preparing meeting resumes; arranging staff, supplier, and VIP travel; negotiating airline and rental car contracts; setting and managing housing blocks; managing all supplier services; managing signage, VIP and speaker rooming lists and concession usage, speaker logistics, scheduling room assignments (for VISION over 300 sessions) and the managing of outsourced conference services.
   3. Analyze past meeting wrap-up notes, event statistics, and evaluations to determine and implement program improvements.
3. Manage critical functions related to CareerTech VISION, including:
   1. Oversee room assignments for all sessions and meetings (over 300 sessions)
   2. Communicate A/V requirements to the provider
   3. Communicate meeting room set up needs to the hotel and/or convention center
4. Manages the registration process for every conference hosted in eShow or iMIS. Builds reports from our eShow registration platform and navigates the system at an advanced level.
5. Provides registration setup for sixteen state conferences in iMIS.
6. Region Conferences
   1. Manage the Region Conference MOU process
   2. Staff liaison and planning contact for regions where ACTE acts as the fiscal agent and has the ability to travel to these conferences
   3. Ability to travel to regional conferences and up to five events per year.
7. Assist with sponsor registrations in our eShow platform and process and apply for payments.
8. Provide customer service support for event inquiries.
9. Maintain and update Standard Operating Procedures (SOPs) for all responsibilities of the position.
10. Work closely with the communications department to ensure our meeting website displays the most up-to-date and appropriate information.
11. Ability to travel to the Annual Convention and other events, and occasionally work irregular hours as required.
12. Respond to member, nonmember, and staff inquiries promptly and courteously.
13. Responsible for providing quality customer service in accordance with the ACTE Customer Service Standards.
14. Other duties as assigned.

WORKING RELATIONSHIPS: 

Internal: Works with all departments

External: Works with hotel staff, Convention Center staff, Convention management staff, and major suppliers.

Works with Division/Region Vice Presidents and Program Chairs

 OTHER FUNCTIONS:

1. Assists as needed with association activities.
2. Assist with the State and Regional conference registration process.

EXPERIENCE, SKILLS, AND QUALIFICATIONS:

1. Bachelor’s Degree and at least five years of experience in meeting planning.
2. Experience with meeting planning and association software such as eShow, iMIS
3. Exceptional customer service skills – internal and external
4. Capable of working in a high-performing working environment with lots of demands and occasional weekend work.
5. Word processing, data entry, and database skills
6. Strong oral and written communication skills with a keen and consistent eye for correct grammar, spelling, and punctuation
7. Intermediate skill level in the Microsoft Office Suite

8. Ability to manage multiple tasks effectively.
9. Ability to work independently, as a self-starter, and within short time frames.
10. Ability to work as part of a team.
11. Attention to detail, including deadlines and quality control.
12. Good understanding of digital meeting and webinar tools such as Zoom and Microsoft Teams.

Salary range:  $80,000- 85,000