AMPP

Conference Coordinator

Category
Conference and Exhibits
Job Locations
US-Houston
Type
Regular Full-Time

Overview

SUMMARY
The Conference Coordinator assists in the delivery of the AMPP Annual Conference + Expo and area/topical events, providing strong administrative and logistical support. The position works closely with the Conference Manager in executing the details of the annual conference and is cross trained in both area and topical event support.

Responsibilities

  • Developing and executing (or deploying/delivering) frequent and effective communications with
    volunteers, speakers, and staff who contribute to events
  • Overseeing, direct and monitor conference vendors to ensure timely and accurate delivery of contract services.
  • Creating event website content ensuring accurate, up-to-date and relevant information for attendees and potential customers.
  • Contributing expertise and relavant updates on conference committee planning calls ensuring volunteer leaders posses the most up-to-date information on the status of the event.
  • Establishing food and beverage requirements and forecasting consumption including creating menus and maintaining appropriate records to ensure that the most accurate budgets are developed.
  • Developing, monitioring and managing event F&B budgets ensuring event net revenue goals are met.
  • Serving as the primary contact for hotel staff and attendees for select events 24/7 while on-site including in the event of an emergency
  • Coordinating the set up and monitoring of the abstract submission process, review, copyright, and scheduling of event presentations in the abstract management software
  • Collaborating with the marketing department in the creation of content for all programs (i.e., Advanced Program, Final Program, Research Session Booklet, Student Poster Abstract Booklet)
  • Coordinating the creation of conference proceedings with the external vendor for the annual conference and assigned topical events (i.e., copyright form reconcilitation, final paper submission, review proofs, order fulfillment)
  • Organizing all aspects of the student poster session at the annual conference with guidance from the member chair and vice chair (i.e., abstract submission, poster categorization, creation of abstract booklets, on-site setup, student orientation, judge assignments, certificate creation, award session, etc.)
  • Participating in the creation and delivery of on-site training sessions and social events (i.e., speaker breakfasts, officer orientations, networking receptions, etc.)
  • General administrative duties may include answering phones, filing, making travel arrangements, coordinating special projects, process mail, develop and/or coordinate expense

Qualifications

QUALIFICATION REQUIREMENTS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. An ideal candidate will have a keen eye for detail, strong organizational skills, clear and concise written communication.


TRAVEL REQUIREMENTS
 Ability to travel; travel is expected 10-20% of time
 Passport is required
 Ability to get visa for major countries


EDUCATION and/or EXPERIENCE
 Bachelor’s Degree or three (3) years of experience in association management or related fields.
 Event planning experience preferred.


LANGUAGE SKILLS
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, members, employees of the organization, customers, and the general public.

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