Job Description

Join to apply for the Conference and Meeting Planner role at Alpha Kappa Alpha Sorority, Incorporated

1 year ago Be among the first 25 applicants

Join to apply for the Conference and Meeting Planner role at Alpha Kappa Alpha Sorority, Incorporated

Get AI-powered advice on this job and more exclusive features.

Description

Alpha Kappa Alpha Sorority, Incorporated is seeking to fill the position of Conference and Meeting Planner. This position will work independently and collectively with a team to seamlessly deliver the organizations meeting and convention events. Will identify the conventions purpose and deliver against its goals, objectives, and budget. Must have demonstrated skills in leading and collaborating with others such as member organizations, tourism or visitors bureaus, volunteers, vendors, and suppliers.

Description

Alpha Kappa Alpha Sorority, Incorporated is seeking to fill the position of Conference and Meeting Planner. This position will work independently and collectively with a team to seamlessly deliver the organizations meeting and convention events. Will identify the conventions purpose and deliver against its goals, objectives, and budget. Must have demonstrated skills in leading and collaborating with others such as member organizations, tourism or visitors bureaus, volunteers, vendors, and suppliers.

The Conference and Meeting Planner will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure and at times handle a wide variety of activities and confidential matters with discretion. Marketing and project planning/management in large non-profits a plus.

The position reports directly to the Director of Conference and Meeting Planning and will also report to a board level volunteer during the annual regional conference. Periodic extensive travel is required.

Alpha Kappa Alpha Sorority, Incorporated is a non-profit international membership organization with more than 355,000 college trained members bound by bonds of sisterhood and empowered by a commitment of servant-leadership.

The organization focuses in two key areas: lifelong personal and professional development for each of its members; and galvanizing its membership into an organization of respected power and influence constantly at the forefront of effective advocacy and social change that results in equality and equity for all citizens of the world.

General Responsibilities

• Determines the purpose, message, or impression the organization wants to communicate and be able to communicate the needs clearly to the meeting sites staff and other suppliers.
• Searches for prospective meeting sites.
• Issues request for proposals to all the sites.
• Reviews proposals and makes recommendations to top management.
• Arranges support services, coordinates with the facilities, prepares site staff for meetings, and sets up all forms of electronic communication needed for the meetings and conventions.
• Manages meeting logistics.
• Arranges transportation, lodging reservations.
• Ensures that all necessary supplies are ordered and transported to the meeting site on time.
• Ensures meeting rooms are equipped with sufficient seating and audio-visual equipment.
• Ensures that all exhibits and booths are set up properly.
• Adheres to fire and labor regulations.
• Oversees food and beverage distribution.
• Ensures all logistics for events are correct and coordinate with Regional Director or GM, event staff, and catering staff (set-up and breakdown of event, decorations, food and beverage offerings, theater rentals, film schedule, special arrangements, etc.
• Collaborates with team members, volunteers and contractors to successfully deliver meetings and conferences.

Financial Management

• Negotiate contracts with facilities and suppliers.
• Estimates how many people will attend the meetings based on previous meetings attendance and current circumstances.
• Oversees the finances of the meetings and conventions.
• Oversees the organization budgets and create a detailed budget, forecasting what each aspect of the event will cost.
• Ensure that the events meet income goals based on operating budget.

Work Environment

• Stressful and/or energizing.
• Fast paced and demanding.
• Oversees multiple operations at one time.
• Faces numerous deadlines.
• Orchestrates the activities of several different groups of people.
• Will spend majority of time in office; but during meetings and conventions, will work on-site.
• Travel regularly to attend meetings and to visit prospective meeting sites.(Potentially up to 70%)
• Work hours may be long and irregular; more than 40 hours per week during time leading up to meetings.
• During meetings or conventions will work exceptionally long days, as early as 5:00 a.m. until midnight and some weekends.

Physical Requirements

• Long hours of standing and walking
• Lifting and carrying boxes of materials, exhibits, or supplies

Requirements

• Bachelor's degree in marketing, public relations, communications, business, hotel or hospitality management, CMP preferred or equivalent work experience.
• Excellent written and verbal communications and interpersonal skills.
• Must be detail-oriented with excellent organizational skills.
• Must be able to multi-task, meet tight deadlines, and maintain composure under pressure in a fast-paced environment.
• Quantitative and analytic skills are a must.
• Knowledge of general office software, particularly the Microsoft Office Suite and the ability to use financial and registration software.

Please include your cover letter with resume when you apply.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Management and Manufacturing

• Industries

  Civic and Social Organizations

Referrals increase your chances of interviewing at Alpha Kappa Alpha Sorority, Incorporated by 2x

Sign in to set job alerts for Meeting Planner roles.

Chicago, IL $65,000.00-$75,000.00 1 day ago

Chicago, IL $60,000.00-$65,000.00 3 weeks ago

Asst. to the City Treasurer - Event Project Manager

Chicago, IL $60,588.00-$80,417.00 1 week ago

Chicago, IL $62,000.00-$85,000.00 5 days ago

Chicago, IL $55,000.00-$62,000.00 1 day ago

Northfield, IL $63,960.00-$92,560.00 5 days ago

Rosemont, IL $59,000.00-$70,000.00 1 week ago

Greater Chicago Area $63,000.00-$68,000.00 2 weeks ago

Chicago, IL $65,000.00-$70,000.00 1 week ago

Above and Beyond Events and Social Media Coordinator

Travel and Events Coordinator Office of the CEO

Parkland Event Coordinator - Soldier Field

Chicago, IL $73,000.00-$81,000.00 1 week ago

ASST TO THE CITY TREASURER - EVENT PROJECT MANAGER

Director I, Conference Services (Hybrid)

Chicago, IL $120,360.00-$162,180.00 2 weeks ago

Chicago, IL $70,000.00-$90,000.00 3 weeks ago

Global Executive Effectiveness Coordinator

Were unlocking community knowledge in a new way. Experts add insights directly into each article, started with the help of AI.

#J-18808-Ljbffr

Job Tags

Full time, For contractors, Work experience placement, Work at office, Night shift, Weekend work,

Similar Jobs