Large statewide, professional association seeks a business-minded, experienced program coordinator for a large (7,200 attendees/350 booths) annual convention. Qualified candidate will have a minimum of three years’ experience in all aspects of meeting planning. Experience in program coordination, strong operations experience, excellent organizational and project management skills, ability to handle multiple projects simultaneously, computer proficiency in Microsoft Office suite; excellent interpersonal and communication skills, professional demeanor, ability to multi-task in a fast paced team environment, and a high energy level; self-disciplined and capable of identifying and completing critical tasks independently and with a sense of urgency. Experience with medical meetings a plus. Some travel required. Send cover letter, resume and salary requirements to Crissy Tallman, Director of Conventions & CE, Florida Dental Association, 545 John Knox Rd., Ste. 200, Tallahassee, FL 32303 or email email@example.com. NO phone calls please.
DUTIES AND RESPONSIBILITIES:
Works directly with the Convention Program Chair (member volunteer) to secure and contract speakers, negotiate speaker honorariums, coordinate speakers’ travel arrangements, secure necessary audiovisual equipment, and obtain speaker handouts and other background
Works directly with registration company to coordinate registration activities; responsible for drafting, developing and providing all registration reports to Director of Conventions & CE and the Committee
Reconciles registration accounts, both pre-registration and onsite registration
Assists the Director of Conventions & CE with all event planning and administrative duties to support the annual convention, such as convention coordination, logistics planning and financial record keeping
Develops portions of the annual recommended budget and prepares the necessary document for accounting using Excel, in consultation with the Director of Conventions & CE
Serves as lead staff to assemble advance registration materials, including registration forms and content for the registration brochure
Attends assigned meetings and programs; required to attend three overnight committee meetings a year and the June Convention (6 nights)
Writes short articles about the convention and program for various association publications, attendee email blasts, FDA newsletters, FDC website, as directed by the Director of Conventions & CE
Prepares correspondence and reports pertaining to position functions; in collaboration with the Director of Conventions & CE, updates meeting protocols, as required
Files records, correspondence, reports, and other documents as required and in accordance with established department procedures and as required by CERP
Handles telephone inquiries pertaining to speakers, program logistics, and registration
Performs other tasks as assigned.
The following skills are required:
Have a valid Florida driver’s license;
Excellent writing and public speaking skills;
Proven organizational and multi-tasking skills with an ability to prioritize workloads and endure frequent interruptions
Able to work collaboratively with other staff members and volunteers
Able to identify and complete critical tasks independently and with a sense of urgency
Able to withhold actions or speech in the absence of important information; deal with unresolved situations, frequent change, delays, or unexpected events
Able to meet people with ease, demonstrating excellent interpersonal skills and the ability to motivate both individuals and groups
Be able to work independently and monitor own performance objectives
Additional Salary Information: FDA offers a generous benefits package including medical, dental, disability and 401k. Salary and benefits offered will be competitive within the Tallahassee market based on education, skills, and experience.
About Florida Dental Association
The Florida Dental Association (FDA) is a statewide professional membership organization representing Florida-licensed dentists. FDA members are committed to protecting the health and well-being of people of all ages. The FDA was established in 1884 to ensure that patients received the highest quality of care from dental professionals.As a constituent society of the American Dental Association (ADA), the FDA is a part of a tripartite membership system that includes the six component societies. The FDA operates through three Tallahassee offices, including the downtown governmental affairs office.