Boys & Girls Clubs of America

  • Specialist Conference & Learning Events

    Posted Date 2 weeks ago(5/11/2018 2:17 PM)
    Job ID
    2018-3098
    Category
    Oper & Liaison Srvcs
    Location
    Atlanta, GA
  • Overview

    The Conference and Events Specialist is responsible for providing support for the Conferences & Learning Events team as well as working closely with staff across all BGCA services to support local and national events.

    Responsibilities

    Duties and Responsibilities:

    • Assist with the overall planning of BGCA’s Conferences and learning events.
    • Coordinate logistics, including; ground transportation, venue arrangements, housing blocks, audio visual, entertainment, décor and collateral materials (agenda, program, name badges, session materials, menus, signage, evaluations)
    • Develop and manage online registration process for BGCA’s conferences and learning events; including but not limited to creating the registration form, sending invitations and if necessary, setting up onsite registration.
    • Provide on-going and post-conference reporting within designated timeframe.
    • Manage the contract process in accordance with BGCA procedures (hotels, speakers and vendors) including the payment and reconciliation of associated invoices.
    • Develop tools to track success and best practices; providing comprehensive reports to key departmental stakeholders.
    • Develop and manage events and meetings for internal staff and for external members of BGCA projects / task forces.
    • Assist with pre and post logistics for assigned events.
    • Assist with hotel accommodations/meeting space and with local and national vendors for meetings and events.
    • Assist in the creation and distribution of agendas and various materials for conferences and meetings.
    • Manage attendee registration systems.
    • Coordinate training to include registration, communication, shipping, rosters, evaluations, catering, hotel space, travel arrangements, local transportation, set-up and breakdown of equipment and supplies, contracts, payments, follow-up reports, and database entry and maintenance.
    • Assist other staff as requested.
    • Demonstrate BGCA mission driven I*CARE values, and integrate these beliefs into our environment and ways of work
    • Adhere to organizational policies and procedures as described in BGCA’s Employee Handbook, Ethics Policy and elsewhere. 

    Qualifications

    Education: Associate’s degree or education/experience equivalency. Three years’ experience in general administrative work or office support.

     

    Experience: Working knowledge of the hospitality industry preferred. Intermediate skills with rooming lists and meeting specifications. Institutional knowledge of BGCA’s national programs, initiatives, functions and policies preferred.

                                           

    Skills: Managing multiple detail-oriented projects in a fast paced environment; demonstrated proficiency in prioritizing and managing multiple tasks simultaneously; pro-active and self-starter; strong communication skills; high standards of ethics and integrity; strong interpersonal and relationship building skills; strong verbal presentation and writing skills; strong technical and software skills, including intermediate to advanced proficiency in Microsoft Office Suite and event registration solutions; ability to effective use the internet for research.

     

    Environment and Working Conditions: Normal internal office environment.

     

    Physical and Mental Requirements:

    High-energy; motivated; creative.  Ability to handle a variety of projects simultaneously with limited supervision. Strong reasoning and problem-solving abilities. Ability to clearly and concisely exchange ideas, facts, technical information and direction, in person and by telephone.  Possess sound judgment and make decisions independently when necessary.   Physical requirements include: sight, sitting for at least four hours per day, stooping, standing for long hours, grasping/motor dexterity skills, skills essential for successful communications, including speaking and writing.

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