Manage the planning and execution of assigned meetings through the implementation of strategy, delivery of objectives and execution of logistics, where the goal is to maximize APTA’s meeting objectives while providing unparalleled levels of customer service on all programs within budget. The individual in this position reports to the Director, Meetings and Events.
DUTIES AND RESPONSIBILITIES:
Specific duties and responsibilities may include but are not limited to the following:
Meeting Logistics & Management
- Manage all logistical aspects of conferences (housing, audio-visual, food & beverage, signage, decorating and trade show), including pre-planning and on-site execution, to include oversight and coordination with staff and all vendors, host and post event wrap up;
- Establish and manage a conference timeline with clear deadlines and overseeing overall execution of the plan;
- Prepare and monitor budgets for assigned conferences and workshops and utilizing funds appropriately;
- Create, maintain, and communicate written meeting specifications throughout the planning process;
- Develop, coordinate, and monitor website content related to logistics and registration for assigned meetings;
- Manage entire registration process on assigned meetings;
- Respond to phone and email inquiries for information regarding meetings;
- Prepare meeting reports as requested;
- Maintain meeting files and manage history reports on assigned meetings;
- Coordinate with exhibitors and sponsors as appropriate; and
- Manage post-show bill reconciliation.
Contracting & Vendor Management
- Research venues per program, analyzing options and creating cost comparisons for possible venues, and recommend accordingly;
- Prepare and source assigned meeting RFPs with current data, and make appropriate selections based on proposals received;
- Conduct site inspections to determine best fit for meetings;
- Negotiate and review contracts with hotels and other vendors;
- Oversee and monitor contractual arrangements with hotels, housing, audio-visual, registration, and decorating vendors;
- Propose opportunities to increase member value; and
- Work with APTA vendor partners to produce high-quality events.
- Work cooperatively with other APTA departments, host transit agencies, and event planning committees;
- Keep abreast on meeting planning trends, standards, and innovations by attending various lectures/seminars, conferences, and meetings; and
- Conduct pre-conference and post-conference meetings with APTA senior leadership and all staff as appropriate.
MEASURES OF ACCOUNTABILITY:
- Extent to which member satisfaction is maintained through the effective organization of the meetings/conferences;
- The degree to which meeting logistics are handled in an efficient and effective manner;
- Extent to which meeting logistic information is disseminated in a timely and effective manner, both internally and to members; and
- Effectiveness in monitoring and maintaining meeting conference budget levels.
- Bachelor’s degree coupled with preferred minimum of 5 years’ experience in event management, CMP designation a plus;
- Strong organizational, project management, and budgeting skills;
- Ability to prioritize, manage multiple projects and effectively perform within tight time constraints; adhere to deadlines, handle stressful situations with composure and adapt to constant changes;
- Ability to work in a fast-paced environment, take initiative, collaborate effectively with various internal and external constituents, and maintain a positive and cooperative team-oriented work environment;
- Excellent written and oral communications skills;
- Keen ability to cultivate and grow relationships/partnerships, with a focus on providing top-notch customer service;
- Able to demonstrate excellent ethics, integrity, and professional conduct;
- Must be willing to travel to support conferences; and
- Experience working with eShow and NetForum a plus.
PHYSICAL REQUIREMENTS AND WORK CONDITIONS:
The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Performance of duties requires the use of hands and fingers to handle or feel. The job frequently requires ability to stand, walk, sit, reach with hands and arms, and talk or hear. Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. The noise level in the work environment is usually moderate.
Persons interested in applying for this position should submit their cover letter and resume to the Vice President-Human Resources & Administration via email at firstname.lastname@example.org.
APTA provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran, in accordance with applicable federal, state, and local laws.