Responsible for the planning and execution of logistics in support of SNA meetings and other events and activities for meeting rooms, food and beverage, support to speakers, conference signage and signage to support sponsors, events and transportation. Provides training to local volunteers at conferences. Liaisons with audio visual vendor on meeting AV requirements. In addition, provides support to the development of annual budget projections and manages the financial reconciliation process for all invoices for conferences.
Responsible for the planning, budgeting, detailed tracking and execution of a wide range of logistics for SNA meetings and events, including meeting room set up, food and beverage requirements, and AV support.
Works with SNA staff to plan and match meeting room needs with facility space. Develops and uses a tracking system to track meeting room requirements, assignments, changes and confirmations. Provides staff with confirmed meeting room specifications well in advance of meetings to accommodate changes as needed.
Works with SNA staff to identify food and beverage requests and submits to the facility. Develops and uses a tracking system for orders, changes and confirmations. Provides staff with confirmed order information well in advance of meetings so changes can be made as needed.
Works with staff to identify AV support needed for meetings and events and submits to AV contractor. Develops and uses a tracking system to record requests to vendor and document confirmations. Provides confirmations to staff in meeting room specifications well in advance of meetings so changes can be made as needed.
Develops a plan for the use of volunteers at ANC with the Local Volunteer Chair’s input and SNA staff who work with them on site. Policies and procedures are developed well in advance of meetings and distributed.
Responsible for the planning, requirements for set up, and daily needs of the Staff Room at ANC.
Provides support to the Director of Meetings on the development and implementation of technology for the Center to enhance meetings management performance, track the many details of planning a meeting, on site responsibilities and production of reports.
Provides support to speakers after they have been confirmed to ensure their AV and logistical needs are met for their assigned session.
Works with Director of Meetings to identify transportation requirements for each meeting. Places orders with vendors and contractors, makes changes as needed, tracks and follows up on site.
Provides support as needed to the Director of Meetings on set up requirements for the closing event at ANC and other VIP events. Documents requirements, forwards to facility, makes changes as needed and confirms arrangements with Chief Executive Officer, Staff Vice President, and Director of Meetings.
Reviews and follows up on any discrepancies on all invoices received. Reconciles discrepancies or alerts Director of Meetings when there are unresolved discrepancies. Works closely with Accounting staff to ensure invoices are paid promptly.
Attends pre-con meetings and other planning meetings at hotels and facilities with Director of Meetings and Staff Vice President.
Provides support to industry members in setting up their meetings and social events at ANC and other meetings throughout the year (In Conjunction With Events – ICW’s).
Facilitates Conference Staff Meetings and presentations in Director of Meetings’ absence.
Oversees approvals for check requests in Director of Meetings’ absence.
Provides logistical support to School Nutrition Foundation (SNF) at conferences and other SNA Center meetings.
EDUCATION: Bachelor’s degree in a relevant field.
EXPERIENCE AND KNOWLEDGE:
Three years or more experience in the meeting planning industry managing logistics of medium size conferences and national conventions, various size meetings and related events, including planning, on site execution of logistics, financial tracking and reporting and evaluation.
Demonstrated experience representing an organization with vendors, contractors, sponsors and hotel and convention meeting staff to establish successful working relationships, manage the organization’s meetings requirements successfully and solve problems as they arise.
Demonstrated experience planning meetings within a budget, tracking expenses, adjusting for changes, reconciling invoices, and preparing final budget reports.
Demonstrated experience developing and implementing tracking systems for meetings management and operational logistics.
Work experience in an association or other service-oriented environment with customer service responsibilities preferred.
Demonstrated skills in planning and executing logistics for meetings.
Ability to anticipate issues and recommend solutions in a timely way to resolve before they are a problem.
Demonstrated skills in collaboration, teamwork and working in a group to achieve specific goals and meet deadlines.
Highly developed communication skills including professional writing and editing and verbal skills for a variety of internal and external audiences.
Ability to maintain a calm, professional demeanor under stress.
Ability to write final draft and other communications requiring minimal editing.
Ability to develop logistical meetings support according to a timeline, make frequent changes accurately and with adaptability.
Demonstrated skills in applying new technologies in the meetings industry to organization procedures and practices, providing feedback on the applications and evaluating cost and labor savings.
Demonstrated skills in following up and following through on large numbers of details in a heavy workload, under pressure and while juggling multiple tasks.
Ability to maintain focus on short and long-term deadlines and keep pace with demands of daily operations.
Demonstrated flexibility and adaptability to organizational change.
Strong skills in Microsoft Word applications, Excel and accessing and retrieving information from data bases.
Vision: Be the authority and resource for school nutrition programs. Mission: SNA is the national organization of school nutrition professionals committed to advancing the quality of school meal programs through education and advocacy. Values: •Collaboration, Relationship Building and Teamwork •Caring Commitment and Service •Lifelong Wellness and Healthy Lifestyles •Passion for Lifelong Learning a...nd Professional Development •Integrity and Ethics Strategic Goals: I. Education & Professional DevelopmentSchool nutrition professionals will have the necessary knowledge, skills and expertise to administer, manage and deliver healthy school meal programs. II. Advocacy and Public Image Policy makers, school officials and parents will rely on SNA as the authority for designing and funding school meal programs. III. CommunitySchool nutrition programs nationwide will be strengthened through collaboration with members, state affiliates, industry and allied partners. IV. Infrastructure SNA will have a financially sustainable funding model with a nimble governance structure and headquarters staff organization that is aligned with the strategic plan and reflects contemporary association business practices