Assistant Director of Meetings and Programs

Alpha Delta Pi Sorority • Atlanta, GA

60d • Hybrid

About The Position

The Assistant Director of Events and Programs manages the planning and execution of meetings and events across the organization, including but not limited to ADPi Academy, Grand Convention, other summer meetings, and ADPi Engage events. This position supports team initiatives including maintaining online resources on Pride Online, the Library, and other platforms as well as organizing virtual meetings.

Requirements

• Ability to work independently and take initiative.
• Consistently demonstrate through words, actions, and interactions, alignment with Alpha Delta Pi’s values and strategic direction, focusing on the success of the Sorority.
• Demonstrate a positive, problem-solving mindset with a spirit of teamwork.
• Maintain high professional standards.
• Maintain the most current knowledge of organizational policies and operations.
• Serve as a partner with volunteers, International Officers, and all members of Alpha Delta Pi.
• Maintain positive public relations within Alpha Delta Pi, among all entities, in contact with other NPC and NIC groups, university officials, vendors and others.
• Represent Alpha Delta Pi within related professional organizations as approved by supervisors.
• Promote a sense of pride in Alpha Delta Pi and a strong sisterhood across the organization.
• Willingness and ability to travel as needed and requested. Travel may include Alpha Delta Pi meetings and events and relevant industry workshops or conferences.

Nice To Haves

• Bachelor’s Degree
• Previous sorority, campus, and/or volunteer-support experience
• Experience managing multiple (e.g. simultaneous) large and small projects from idea inception to rollout, including meeting resource budgets and timelines
• Demonstrated customer service skills and strong professional presence
• Strong negotiation and contract management skills
• Proactive, self-directed, and able to independently solve problems
• Outstanding organizational skills, ability to multitask, and work under pressure in a dynamic environment.

Responsibilities

• Plan, organize, and manage execution of Alpha Delta Pi’s meetings and events:
• Manage site selection process (city and property) with external hotel sourcing broker
• Manage all contract negotiations with hotel properties with support from external hotel sourcing broker
• Manage relationship and needs with external audiovisual provider(s)
• Prepare and monitor budgets for meetings
• Assist with content and development of registration forms and interest survey communications
• Partners with the I.T. team to develop content for registration forms and interest survey communications
• Organize and secure all hotel reservations by providing hotel with rooming lists when appropriate
• Gather, consolidate, and provide hotels with meeting room setups and AV requests
• Plan menus and provide meal guaranteed numbers and attendee dietary restrictions to hotels
• Monitor attendees’ transportation schedules and arrange ground transportation to and from hotels if needed
• Coordinate supplies needed, printing of programs, name tags, facilitators’ printing requests, display and merchandise setups and other requests
• Monitor and approve all billing for meetings
• Provide training for staff specific to their roles and responsibilities at events
• Coordinate registration and confirmation with office staff
• Mobilize and direct onsite staff
• Troubleshoot and manage logistics onsite of banquets, room set ups, facilitator’s needs, sleeping rooms, and AV
• Wrap-up meetings and events with a final debrief, finalize all billing, document changes for the future, and write final summary
• Partner with team members to develop, distribute, and analyze event assessments
• Manage relationship with travel vendor and monitor Travel & Expense Reimbursement Policy:
• Partner with Operations team to revise Travel & Expense Reimbursement Policy as needed
• Partner with Operations team to distribute travel procedures to all international officers and staff and help ensure compliance
• Serve as main contact for travel vendor
• Serve as support for volunteers in relation to the travel vendor
• Support other Education & Programs department initiatives as needed including:
• Maintain and update online resources, manuals, and job aides
• Support development of education, officer training, and leadership programs

What This Job Offers

• Job Type: Full-time
• Career Level: Director