Career Center

Relationships:         The Program Manager/Meeting Coordinator assists designated Chief Staff Executive.

This position would be working on a client management team within the association management company that manages the Florida Ground Water Association (22% of hours annually dedicated to this association with this position) and the National Extension Association of Family and Consumer Sciences (78% of hours annually dedicated to this association with this position)

Smaller Meeting Planning Duties and Responsibilities

Primary Meeting Planner Small Meetings (30-60 people) for Designated Association Client

• Proofs designated client meeting registrations for quality control after they have been input into the client databases by the Member Services Department.
• Oversees or assists with hotel or event location contract negotiation and execution.
• Ensures that the Member Services Department has the current Meetings Dept. calendar of events, all current registration brochures, data entry instructions and confirmation instructions.
• Ensures that all registrants have name badges for designated meetings/conferences. This includes setting up the name badge templates, running the badges and proofing.
• Assist in marketing efforts for all client meetings (preparing and/or proofing of email blasts, marketing brochures, registration brochures, etc.).
• Prepares registration packets for designated meetings. This includes preparing the packet label template, running packet labels, proofing all handouts, ensuring all handout copies are made, and preparing detailed instructions for the Member Services Team on compiling the packets.
• Responsible for speaker correspondence for designated meetings. This includes ensuring that all relevant speaker information is obtained (including speaker contract, speaker bio, speaker headshot, AV needs, travel needs, etc.) and that all relevant speaker information is distributed.
• Responsible for sponsor correspondence. This includes ensuring that all relevant sponsor information is obtained; sponsorships sold and contracted and that all relevant information is distributed to the sponsors and assistance in sponsor marketing.
• Assist in exhibitor correspondence. This includes ensuring that all relevant exhibitor information is obtained, that all relevant information is distributed to the exhibitor and assistance in exhibitor marketing.
• Assist in preparation list of signs/banners needed for meetings/conference, working with designer to design and proof appropriate signs/banners, and ordering signs/banners.
• Responsible for preparing designated attendee online surveys and summary calculations as needed;
• Maintain Meetings Dept supply cabinet for assigned client meetings. This includes keeping relevant supplies stocked for designated client meetings, keeping the supply cabinet neat and organized, and ordering necessary supplies. 
• Assist in answering questions relating to registrations, hotel information, function information, program information, travel arrangements, date & times and payment of all meetings handled by the department.
• Performs general administrative/office duties as required.

Association Management Duties and Responsibilities

• Serve as a project manager to ensure specific association strategic planning objectives are implemented as intended.
• Participate as part of the onsite staff team at the association annual conference primarily working the Registration Desk.
• Serves as a key contact to volunteer leadership and committees of designated association as needed.
• Manage or assist with scholarships and awards program. Includes creation of online application form, State Winner Form, Judging Forms, and updating the Guidance Documents each year.
• Coordination and posting of social media content.
• Coordination, creation, editing and disseminating e-newsletters. Includes video messages (collection, editing, posting).
• Coordination, creation, marketing, and management of Webinars including hosting, speaker assistance, and survey for each. Post webinar editing (as needed) of recording, then posting to Webinar Archives.
• Ability to enter and retrieve data from various database platforms.
• Oversight of member recruitment/retention activities.
• Review and process transaction logs.
• Responds to inquiries and resolves issues on behalf of designated association.
• Assist with recording and distribution of minutes of teleconference board meetings.
• Develop board materials for distribution at board meetings as needed.
• Serve as a resource to ensure up to date content on designated association websites.
• Research and compile relevant content for association e-newsletters as well as content for licensure/CE renewal newsletters.
• Develop legislative updates and action alerts, and other applicable communication tools for distribution to the general membership during legislative session.
• Field calls from members, members of the state board of directors and interested members of the public for designated client associations.
• Respond to member inquiries regarding statutory or regulatory concerns.
• Assist with the election process for officers and directors for designated associations.
• Assist with coding of client payables.
• Coordination and posting of social media content.
• Coordination, editing and disseminating e-newsletters.
• Serve in phone back up rotation, as requested.

Publications Management Duties and Responsibilities

• Responsible for selling advertisements for the quarterly magazine to meet or exceed budget.
• Creates and manages the ad run sheet for each publication.
• Collects ads, new and updated, for each publication.
• Manages the billing for advertisers and ensures payments are collected in a timely manner.
• Serves as the key contact between designer and client.
• Assists the Chief Staff Executive in collecting Technical and Feature articles.
• Responsible for collecting and producing association related items for each issue.
• Collects the drafts and does initial review prior to circulating to team.
• Responsible for sending Florida Driller Publication email to members via email.

CE Program Management Duties and Responsibilities

• Responds to inquiries and resolves issues.
• Performs weekly uploads and certificate mailing/emailing.
• Serves as the key contact for Course Provider and Coursework review and acceptance.
• Works with the CE Committee to ensure applications are reviewed in a timely manner and uploaded to the Course Website.
• Ensures the CE website is up to date and sends revisions to the web designer as needed.
• Assists in preparing the CE Newsletter three times a year.

Knowledge, Skills and Abilities Expected:

• Knowledge of standard office procedures and equipment.
• Skill in using various computer applications, including Microsoft Word, Excel, Access and Outlook.
• Ability to manage and prioritize multiple tasks.
• Ability to pay attention to detail and proof necessary documents.
• Ability to follow oral and written instructions.
• Ability to communicate effectively with various personalities, both orally and in writing.
• Ability to establish and maintain effective working relationships with department heads, managers, employees, members and vendors.

Standard Office Hours are:

Monday – Thursday:  8:00 a.m. – 5:00 p.m.

Friday:  8:00 a.m. – 3:00 p.m.

Essential job functions:

Employee must be able to sit for extended periods of time during the course of a regular

workday while communicating by voice and electronically. 

Employee must be able to walk substantial distances to and between meetings and

otherwise while carrying needed items or meeting supplies or other materials. 

Employee must be able to travel by air and automobile to client meeting venues or

otherwise in the execution of job responsibilities.

Employee must be able to learn and adhere to all company policies, procedures and

rules.

About Partners in Association Management

Partners in Association Management is an accredited association management company headquartered in Tallahassee, Florida. Partners provides full service strategic and operational management to non-profit associations as well as individualized consulting services including: strategic planning, board governance training, event management, certification program development and more. It has been named as a Best Company to Work for by Florida Trend Magazine twelve times since 2011.

Connections working at Partners in Association Management