Senior Associate Director, Conference Services
About The Position
This role supports the planning and execution of more than 20 meetings annually and is responsible for a wide range of meeting and event logistics, including RFP development, venue research, site recommendations, contract and room block support, production documentation, and on-site coordination. The position manages logistics for meetings ranging from 10 to 1,000 attendees, including venue coordination, food and beverage, audiovisual, room setups, registration tracking, invoice reconciliation, and budget documentation. This role also serves as a key coordinator for the AIM Advocacy Forum, AAIC housing, and ancillary AAIC meetings, while partnering with internal stakeholders, chapters, vendors, and senior leadership to ensure successful execution of assigned programs. This position is located in Chicago, IL (hybrid) preferred and reports to the Vice President, Global Conferences & Events.
Requirements
- Must have excellent customer service skills, organizational, and communications skills (both written and verbal)
- Strong budget and revenue management skills
- Strong experience with Microsoft Office applications and Google Workplace
- Must be able work independently and in a team environment with minimal supervision
- Must be able to manage multiple clients
- Must be able to set priorities and complete projects on time and on budget
- Ability to communicate effectively with clients and department staff in person, on virtual meetings and via phone
- Ability to respond to request quickly to resolve problems or address issues
- Ability to manage multiple projects and meet deadlines
- Ability to interact tactfully and effectively with a wide variety of individuals
- Knowledge, Skills and Abilities
- Bachelor’s degree preferred
- 5+ years of experience in meeting or conference planning
- Demonstrated knowledge of hospitality and event logistics
- Strong organizational and communication skills
- Experience managing multiple projects simultaneously
- Proficiency in Microsoft Office and Google Workspace
- Ability to work both independently and collaboratively
- Long hours and weekend work will be necessary around key meeting times
- Ability to travel domestically and internationally (often over weekends) approximately 5-8 times per year
- Ability to work weekends and work long hours (12-15 hour days) when required
- Ability to bend and lift heavy boxes (up to 25 pounds)
Nice To Haves
- CMP and DES preferred (or ability to obtain within 2 years)
Responsibilities
- Support RFP development, research venues, and assist in preparing site recommendations for assigned meetings
- Coordinate logistics for meetings ranging from 10–1,000 attendees, including venue, food and beverage, audiovisual, and room set-ups
- Assist with contract review and room block management in collaboration with senior leadership
- Prepare and distribute meeting specifications and production documents for assigned programs
- Support planning and on-site execution for the AIM Advocacy Forum
- Coordinate AAIC housing logistics, including monitoring room blocks and managing staff reservations
- Assist with ancillary AAIC meeting logistics and convention center catering coordination
- Conduct site visits as needed with senior team members
- Reconcile meeting invoices and ensure timely payment processing
- Maintain meeting reports, registration tracking, and budget documentation
- Support vendor coordination and project timelines
- Collaborate with internal stakeholders and chapters to ensure smooth execution of meetings
- Other duties as assigned
Benefits
- Employees working 24 hours/week or more are eligible for a comprehensive benefits package, including medical, dental, vision, flex accounts, short and long-term disability, life insurance, long term care insurance, tuition reimbursement, generous Paid Time Off, 12 annual holidays and Paid Family Leave, as well as an annual Cultural & Heritage Day and Volunteer Day of their choosing.
- They are also eligible for our gold standard 401(k) retirement plan.
- Full time employees (37.5 hours/week), will enjoy all of the above plus an annual School Visitation Day and an Elder Care Facility Day of their choosing.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
