Details
Posted: 28-Jul-22
Location: Washington, DC
Type: Full Time
About the Organization
ULI is a global research and education nonprofit organization whose mission is to shape the future of the built environment for transformative impact in communities worldwide. It is the oldest and largest network of cross disciplinary real estate and land experts in the world, with over 45,000 members.
About the Department
The Member Meetings team is primarily responsible for the development and delivery of Spring and Fall Meetings, ULI’s two major annual meetings in the Americas. These meetings attract thousands of participants annually, providing a myriad of opportunities to collaborate with every sector of the industry. The department consists of three teams: logistics, sponsorship and program development. Our team has the opportunity to work collaboratively with different teams across the organization. For more information on the Fall and Spring Meetings, please visit https://fall.uli.org/ and https://spring.uli.org/.
About the Position
Reporting to the Vice President, Meetings and Events, this position works with ULI regional teams on the planning, management, and delivery of events across the Americas ULI network. Specific responsibilities include:
Spring and Fall Meeting
- Serve in a support role to the Meetings and Events team during the planning of ULI’s Spring and Fall Meetings, and related events.
- Act as a primary liaison between ULI staff and contracted logistics vendors to ensure event submission site is created for each meeting, and information is being captured accurately. Provide ULI staff with details, deadlines, and help with any budgets/quotes needed for staff to have successful events at Spring and Fall Conferences.
- Oversee event orders for administrative functions, networking breaks, offices, and staff events at Spring and Fall Meeting. Create menus, and track alongside budget. Make recommendations for variety of offerings, or cost savings.
- Create a ULI Staff Guide that serves at the primary resource and FAQ document for staff at the meeting. Create and maintain a department shared resources folder for broader ULI staff access. Lead staff trainings and venue tours at Spring and Fall Meetings; coordinate staffing schedule.
- Assist with upkeep of meetings timeline, master calendars, schedule of events, and Schedule at a Glance document.
- Integrate the event submission site into Netforum to ensure seamless transition of data from stakeholder to ULI networks: Netforum, website, app.
- Collaborate with Sponsorship and Branding teams on creation of graphics for Spring and Fall Meeting. Serve as project manager for meeting signage and graphics. Act as liaison between third party decorator and ULI Staff. Manage onsite signage inventory and all requests for signage.
- In conjunction with the Sponsorship team, help deliver sponsored-event activations at Spring and Fall Meeting.
- Work with external vendors and to order sponsorship items such as lanyards, key cards, notebooks, and other sponsor related giveaways, etc. Process all vendor payments through Workplace.
- Coordinate with sponsorship team on event submissions, ensuring all events and activations are appropriately listed within meeting schedules.
- Act as a liaison between meeting venue (hotel/convention center) to understand opportunities for signage, food and beverage, and other activations for sponsors at the meetings.
- Coordinate and oversee the Spring and Fall meeting freight shipments.
Resilience Summit
- Manage all logistics associated with the one-day Resilience Summit that takes place alongside Spring Meeting.
- Work alongside event stakeholders to develop budget and timelines, provide guidance on event agenda.
- Create event function sheets and finalize banquet event orders, audio visual orders, room setups, and transportation arrangements.
- Oversee all on-site logistical arrangements.
- Manage invoices and process final payments.
Department
- Obtain pricing estimates/quotes for future contracted services to assist with budget development and ensure that all services contracted are within budget. Assist with the invoice process and ensure that invoices are coded correctly to ULI departmental budgets and reconcile with ULI Finance.
- Contribute to integrating new technologies and processes that will lead to greater efficiencies and delivery of service.
- Stay current on industry trends and technology and make recommendations for integrating new technologies that will lead to greater efficiencies and delivery of services.
Location
This position located in Washington, D.C. ULI staff currently work in a hybrid setting and reporting in person a minimum of 2 days a week is preferred.
Application Process
ULI has a robust benefits package which includes health, dental, and life insurance, vacation and a retirement plan. Compensation is commensurate with experience. Expand HR Consulting (EHR) has been retained to conduct the search. To apply, please submit your letter of interest and resume, following the link below.
ULI is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion/creed, sex, national origin, disability, genetic information, pregnancy, veteran or active military status, alienage or citizenship status, arrest or conviction record, credit history, salary history, caregiver status, sexual orientation, gender identity, marital or partnership status, familial status, unemployment status, status as a victim of domestic violence, sexual violence or any other status protected by applicable law.
Requirements
- Bachelor’s degree or 3-5 years’ work experience as a professional meeting planner.
- CMP or similar certification, or commitment towards achieving certification preferred.
- Proven, measurable success in the logistical management of large meetings, concurrent functions, networking events, and other events for executive-level groups.
- The ability to successfully handle multiple priorities, work well under pressure, and adapt quickly to shifting duties and responsibilities. Must be able to prioritize work and be able to manage several projects concurrently.
- Strong oral communication and interpersonal skills. Ability to interact with members and ULI staff of all levels.
- Strong organizational and time management skills to meet deadlines and follow up with final details, as well as a commitment to detail and accuracy.
- Ability to work with minimal supervision to produce a high-quality product and successful outcome.
- Excellent writing and proofreading/editing skills.
- Proficiency with Microsoft Office required
- Familiarity with Netforum, SharePoint, Smartsheet, and database management preferred.
- Able and willing to travel within North America, approximately 15-20 days per year for conferences and site visits.
