Are you a consummate planner with a penchant for coordinating and executing masterfully organized events? Do you prefer a role within a small association that provides you with an opportunity to impact the company's growth and outreach efforts? In our Meeting Planner position, you will support the Senior Manager in coordinating media communications, logistics, and the implementation of ADHA's strategic and annual operating plans.
Reporting to the Senior Manager, the Meeting Planner will coordinate logistics for small and large meetings/functions, craft marketing copy, develop event orders for the hotels and/or convention, order catering and audio-visual resources. You will serve as a liaison for specialty committees (community service project and awards committee). If this mirrors your vision of an ideal role, then we'd love to chat with you!
The American Dental Hygienists’ Association (ADHA) is the largest national organization representing the professional interests of the more than 185,000 registered dental hygienists across the country. The ADHA believes that dental hygienists should be valued and integrated into the broader health care delivery system in order to improve the public’s oral and overall health. For additional information, please visit us at www.adha.org.
HOW YOU’LL SERVE OUR ORGANIZATION
Coordinate development of content and review with the Senior Manager for the annual conference website, registration brochure and the mobile app
Work with third party vendor company to accurately coordinate exhibitor registration, service & housing. Work with Show Decorator to coordinate freight pick-up and drop off.
Oversee all phases of registration, website development, registration of speakers, staff, vendors, VIPs; monitor hotel blocks; update necessary forms and documents
Develop and Manage temp schedules and training for education rooms and ADHA booth
Support Executive Assistant with the House of Delegates, proposed changes/edits to the policies and bylaws and management of delegation lists and their registration status
Support Senior Manager in coordinating the logistics for board meetings, leadership workshops, association meetings and receptions
Develop orders for food & beverage orders & AV and organize meeting materials coordinate housing lists and travel manifests for all association meetings and events.
Source hotels, create and submit RFP, develop meeting specs and review hotel BEOs, mange the hotel room block contract
Support the execution of assigned corporate sponsored programs and ensure that all programs are implemented to meet program objectives
Support ADHA’s collective membership recruitment and retention efforts through assigned division and intra-divisional initiatives
Other duties as assigned
WHAT WE ASK FOR:
Excellent interpersonal skills, both verbal and written
Excellent time management and ability to work independently to meet deadlines
Comprehensive knowledge of meeting and travel industry standards and best practices
Comprehensive knowledge of pre-event strategies, planning, and event execution
Proficient in Microsoft Office suite and meeting software (Meeting Matrix or equivalent)
Bachelor’s degree preferred
Minimum 5 years’ experience in meeting planning management; sourcing, contract negotiation, logistics, and operations. Association meeting planning experience preferred
Certified Meeting Professional (CMP) and/or Certificate in Meeting Management (CMM) preferred
Travel required for site visits and annual conference
Must be able to stand on feet for a long duration and must be able to pick up at least 15lbs
WHAT WE OFFER:
We offer an excellent benefits package including 401k with match, health, dental, life, LTD and paid time off; plus flexible hours and partial remote work options.
ADHA is an Equal Opportunity Employer.
Key Words: Meeting Planner, Event Planner
About American Dental Hygienists' Association
The American Dental Hygienists' Association (ADHA), a national, not-for-profit, professional association representing the interests of more than 185,000 registered dental hygienists. The ADHA's mission is to advance the art and science of dental hygiene and work to ensure access to quality oral health care, increase awareness of the cost-effective benefits of prevention, promote the highest standards of dental hygiene education, licensure, practice and research, and to represent and promote the interest of dental hygienist.