You are an experienced meeting manager providing logistical planning and support for the full spectrum of the association’s meetings and conferences. The largest event is our annual meeting of 750+ participants over four days; the smallest are our staff celebrations. You can work independently in the management of projects but know how to effectively draw on the resources of the staff and volunteers as a team leader and team player. You have exceptional organizational and project management skills and thrive in a multi-tasking environment. You pride yourself on your extreme attention to detail and deadline-driven work ethic. You value clear communication – both verbal and written – and look for opportunities to put your superior negotiation skills to work. If you are curious, resourceful, have a desire to succeed and you meet the following criteria, you are who we are looking for.
What You’ll Do
Manage the logistics of the meetings and conferences including planning and on-site coordination.
Manage site selection and negotiate hotel contracts.
Assist in identifying speakers including keynote and workshop level presenters as well as negotiating speaker agreements.
Manage the booth program at relevant events including management of the appointment scheduling software.
Manage sponsorship sales and fulfillment of obligations to sponsors.
Select, negotiate contracts and manage relationships with meeting support vendors and outside service contracts including audio-visual.
Manage in-house registration process and reporting.
Conduct post-event evaluations and prepare reports.
Develop and monitor budgets in areas of responsibility and reconcile and approve all meeting related invoices for payment.
What You Need
Minimum three years’ experience in meeting development, planning and management.
Bachelor’s degree minimum, preferably in meeting or hospitality management.
Exceptional negotiation, organization and project management skills.
Strong verbal and written communication skills.
Ability to travel up to 20% of time and to travel internationally (Canada). Must be in possession of a valid U.S. driver’s license and valid passport.
Professional-level meetings commitment, including some evenings and weekends consistent with time of meetings and related to preparation and execution. Overnight travel is estimated at 15%; weekend travel is estimated at less than 5%.
Proficient in MS Office Suite, with a focus in Outlook, Word, Excel, PowerPoint and Access.
Familiarity with association management database software including registration functions, preferably iMIS.
Must be able to stand for up to two hours without a break and have the ability to move and lift boxes up to 40 lbs
Additional Salary Information: What We’ll Provide
Benefits include competitive salary; life and medical insurance with a health-reimbursement plan for vision, dental and wellness; 401(k) with company matching; paid time off, plus 10 paid holidays; ongoing training and tuition reimbursement; staff outings, birthday lunches and Jenga. We also boast a casual dress code.
The Power Transmission Distributors Association (PTDA) is the leading association for the industrial power transmission/motion control (PT/MC) distribution channel. Our members are the companies that distribute and manufacture the components that keep your world running smoothly. The parts that go into the machines that made your car or the plant that makes your breakfast cereal or the conveyor sy...stems that move your luggage at the airport, all come from our industry.
The PTDA staff is a close-knit, collaborative group who takes pride in the extraordinary customer service and support we provide to both the membership and each other. Our office is located in downtown Chicago and is easily accessible by Metra and the CTA bus and rail lines.