The Meeting Administrator supports the activities of the Engagement Division by contributing administrative support for assigned meetings. The Meeting Administrator serves as the liaison between meeting speakers and The Conference Board.
Reports to the Manager; indirectly to the Senior Director, Meetings and Events.
Principal Direct Activities
- 1. Serve as main point of contact at The Conference Board for meeting speakers. Answer questions and disseminate pertinent meeting information to speakers.
- 2. Initiate correspondence with conference and seminar speakers to obtain presentations, biographies, audio visual requirements. Use tact and diplomacy to collect all necessary information by deadline(s).
- 3. Initiate correspondence with program director to obtain speaker lists, (updated) meeting agenda. Also work with program director to review and edit final biographies, meeting agenda, evaluations.
- 4. Proof and edit speaker biographies; produce final meeting programs and evaluations.
- 5. Prepare, proof and produce items needed for meeting attendees: name badges, name tents, final attendee list, on-site registration lists, final agenda, biographies and evaluations.
- 6. Work with web team to load speaker presentations, biographies and other meeting documents to meeting’s website. Send log-in instructions to meeting attendees prior to event.
- 7. Create polling slides and operate audience polling at conferences and other events.
- 8. Attend local meetings:
a) Set up and manage registration desk
b) Greet and register speakers and attendees
c) Ensure speakers are prepared: bring them to the meeting room, ensure they rehearse and have everything needed for their presentation.
d) Ensure all signed permissions are received for the recording of meeting content.
e) Assist with any other needs while on-site.
- 9. Approximately 50% of time will be dedicated to the Employee Health Care conferences, working with speakers and sponsors.
a) Sponsors responsibilities include working with the Senior Meeting Planner to coordinate the needs of the 50-60 sponsors. This includes, but is not limited to: reviewing sponsor contracts to ensure all terms are met, sending informational letter regarding meeting logistics, processing complimentary registrations, responding to inquiries and requests, audio visual requirements, providing assistance on-site, final comp and paid invoice reconciliation.
b) Speaker responsibilities: same processes and steps required for other conferences.
- 10. Coordinate post-meeting activities by processing and compiling responses and results from post meeting evaluations
- 11. Reconcile on-site registration information (new registrations, substitutions, corrected information) with Customer Service.
- 12. Other duties as assigned.
Desired Qualifications and Requirements
- Bachelor’s or Associate’s degree
- One to two years office work experience
- Project and event management experience preferred
- Proficient in Word, Excel and PowerPoint
- Keeps up to date with new innovations in editing software and new on-line learning methods
- Ability to work with senior level executives
- Excellent organizational skills and attention to detail
- Advanced multi-tasking abilities. Ability to work on multiple projects in varying stages of development in the same time frame and with minimal supervision
- Superior prioritizing and time management skills, and the ability to meet deadlines consistently
- Excellent communication and interpersonal skills
- Ability to work calmly and effectively in stressful situations
- Excellent customer service skills
- Punctual, dependable and dedicated to achieving operational excellence, down to the smallest of details
Apply for Meeting Administrator using the link below:
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