Position Overview: The Meeting Management Associate is responsible for providing administrative support in the furtherance of all matters regarding meeting management at AJLI. This includes a variety of critical functions in support of AJLI’s Conferences, and in some instances with Board and Governance Committee meetings. The position works closely with AJLI Staff from every area and with the meeting management firm. Significant travel is involved, including weekends.
Responsibilities and Essential Functions:
Contributes significantly to the long-term strategic direction of the department
Provides administrative support in the furtherance of all matters regarding meeting management
Maintains comprehensive and up-to-date files, both electronic and paper, related to AJLI meetings
Attends all AJLI meetings as required and provides support in a variety of areas on site as needed
Builds registration websites using Cvent registration software while coordinating the workflow of other departments
Serves as a key member of the AJLI team to administer all technical aspects of the AJLI conferences, including conference app and communications with delegates
Manages on-site registration check-ins
Handles a variety of correspondence with Leagues, members, meeting management firm, vendors, and others
Administers all travel-related logistics for staff and presenters
Liaises with conference venue hotels re housing and breakout room sets
Liaises with audio visual vendor before and during conferences to meet the needs of breakout sessions
Coordinates organizing, printing, and collating all meeting materials
Handles meetings related supplies orders and keeps up-to-date inventories
Manages shipping to and from conferences
Organizes regularly scheduled conference calls with site city Leagues
Organizes pre and post-conference meetings with staff
Reviews all bills and invoices related to conferences, including expense reports and prepares payment requests for approval and submission to the Finance Department
Working with the Finance Department, tracks expenses for each conference
Required Skills and Competencies:
Event Professional Certification by Cvent
Excellent Microsoft Office skills especially Excel, Word and PowerPoint
Very high level of accuracy and attention to detail
Excellent interpersonal skills
Top notch written communication skills, demonstrable ability to create letters, memos, etc.
Excellent proofreading skills
Required Skills and Competencies (Continued):
Eagerness to learn and grow with a can-do attitude
Commitment to outstanding customer service and cultural competence
Team player and problem solver
Ability to multi-task and keep priorities aligned to objectives
Ability to work independently or as part of a team, as necessary
Available for travel approximately 6-8 times per year for 4-6 consecutive days, including weekends
Ability to manage shipping to and from conferences involving moving 20-50 pounds boxes by lifting, carrying, loading and unloading onto carts and pulling
Required Experience and Education:
Bachelor’s degree or the equivalent
Three (3) or more years of experience in a support position with similar responsibilities regarding customer service and cross-departmental functions
Certified Meeting Planner (CMP) a plus
Knowledge of or interest in The Junior League, women’s community leadership, fundraising, the nonprofit sector and volunteer development
Commitment to and understanding of volunteers and voluntarism as demonstrated by current or previous service as a volunteer is a strong plus
The Association of Junior Leagues International, Inc. is an Equal Opportunity Employer. AJLI does not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law.
How to Apply: Please submit a cover letter and your resume via email, to HR@ajli.org. Please include the title: Meeting Management Associate in the subject line of your email.
Additional Salary Information: AJLI offers a competitive benefits and compensation package. Medical, Dental, Vision, Life, LTD, Pension Plan, Flexible Spending Accounts, and participation in a yearly bonus pool.
Internal Number: MMA-032019
About The Association of Junior Leagues International, Inc.
THE ORGANIZATION: Founded in 1901 by New Yorker and social activism pioneer Mary Harriman, the Junior Leagues are charitable nonprofit organizations of women, developed as civic leaders, making a demonstrable impact on their communities. In 1921 the Leagues joined forces as an association, which is today known as The Association of Junior Leagues International, Inc., in order to bolster their power and amplify their voice through shared knowledge and common causes.True to their mission, today’s League members work at the forefront of social reform, tackling the toughest and most critical issues of the day—including childhood nutrition and obesity, human trafficking, foster care, juvenile justice, teen self-esteem, literacy and the environment, among others—for the purpose of enhancing the social, cultural and political fabric of civil society.As a result of this work, The Junior League—and the more than 150,000 women in 291 communities in the United States, the United Kingdom, Canada and Mexico who comprise its ranks—has amassed an archive of tangible results and a reputation as thoughtful and influential change agents dedicated to the public good.Today AJLI is a charitable nonpr...ofit organization that provides continuity and support, guidance, and leadership development opportunities to its member Leagues. Through regional, national and international meetings, comprehensive resources, customized consultations, and League and member benefits, it supports its member Leagues in the fulfillment of The Junior League’s Mission. AJLI is governed by a 19-member Board of Directors, which is accountable to the Leagues and comprised of women who are members of the Junior Leagues in their communities. The Association's New York City-based Staff, under the leadership of the Executive Director, provides services to Leagues that support the established goals.