This is an exempt, non-remote position working in our Raleigh, NC Office. Responsible for developing, coordinating, directing and administering meeting planning based on customized client contracts and relating to all areas of association and event management.
Duties and Responsibilities:
Oversee all conference logistics for two clients including meeting specifications, food and beverage, audio visual requirements, arranging for room blocks, off-site functions, receptions and layout of specialized areas and exhibits.
Handle exhibitor and sponsor relations, including space assignment and coordinating sponsorships.
Coordinate scheduling of all activities during the conferences, including committee meetings, networking sessions, off-site tours, etc.
Create registration brochures, programs, completion certificates, ads, and all mailings and other marketing pieces related to conference.
Coordinate staff processing of registration materials, organizing packet assembly.
Develop and adhere to conference budgets in concert with the Account Managers.
Prepare post-conference evaluations.
Research sites for upcoming conference locales. Includes contract review and negotiation, summary of proposals for board decision, and facilitating contract signing.
Oversee Board of Directors meeting planning, coordinating meeting specifications, room blocks, food and beverage, off-site functions, receptions, and meeting space.
Manage webinars including development, tracking and assessment, and maintenance of recorded webinars.
Coordinate all hotel reservations for staff, Board of Directors, VIP’s and speakers.
Work in a team atmosphere, cooperate with other staff members, and complete paperwork in a timely manner.
Follow planning timeline and work in concert with the Account Managers.
Travel: Approximately 20%
Provides administrative assistance to the client teams in support of normal business operations, including but not limited to drafting letters and various documents, ordering business cards, purchasing client gifts, etc.
Maintains a thorough understanding of the mission of the clients and communicates it effectively to those interested in the nonprofit and getting involved.
Processes advertising, sponsorship contracts, and payments and any other receivables.
Increase your visibility by including the word green in your resume, cover letter or your email subject line.
Updates website content as needed to include FAQ pages, webinars, conference information, etc.
Assists with uploading webinar content into the technology platform and website.
Knowledge of and experience with all facets of association management including, but not limited to:
Organize effectively and maintain detailed records of procedures and actions.
Plan and effectively present ideas and concepts to groups.
Assimilate information from a variety of sources and recommend actions to be taken.
Establish and maintain effective working relationships with multiple people.
Communicate effectively, orally and in writing.
Proficient with all programs in Microsoft Office Suite.
Bachelor’s degree in association management or equivalent.
Additional Desirable Qualifications:
Advanced/Masters level work.
Professional credentials, i.e., CAE, CMP, PMP, etc.
Additional Salary Information: Benefits: Health insurance, dental insurance, long-term disability, life insurance, 401k plan, personal-leave-time (PLT), bonus vacation time, holidays, and optional supplemental insurance plans and optional flexible spending account.
About IMI Association Executives
IMI Association Executives Inc. is an association management company (AMC) that since 1986 has been providing turnkey, high-touch service to the not-for-profit community. We represent a solid team of professionals working in a financially stable setting, ready to assist professional and trade associations in meeting their members' needs.
Located in Raleigh, North Carolina, just minutes from North Hills, IMI Association Executives Inc. is the management choice for non-profit trade and professional associations that are state, regional, national and international in scope.