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Manager of Meetings & Events

Company: AALU
Location: Reston
Posted on: May 14, 2018

Job Description:

Staff liaison to AALU's Board of Directors and Executive Committee for Board of Directors and Executive Committee Meetings. Responsible for the general management (site selection, budgeting, on-site management, logistics,transportation, a/v, f&b, rooming list, scheduling, spouse activities, etc.) of AALU Board & Executive Committee meetings. Supports with execution of the AALU Annual Meeting. Assists with planning and execution of regional meetings, IMPACTs and other internal meetings and events as needed.
ROLES & RESPONSIBILITIES
Board of Directors' & Executive Committee Meetings & Other Meetings


  • Primarily responsible for the RFP process, recommends sites to AVP, Meetings & Events, plans and manages contracts, logistical and a/v arrangements for Board Meetings, Executive Committee Meetings, IMPACT Political Training Meetings and all other AALU meetings, including in-house meetings. This includes, but is not limited to room assignments, hotel reservations and rooming lists, F&B, off-site events, a/v, décor, entertainment, transportation and detailed schedules.
  • Responsible for working with AVP, Meetings & Events, AALU Executive Office staff and the Board of Directors on matters related to board meetings, schedules and travel needs
  • Work in conjunction with AVP, Meetings & Events and AALU Executive Office staff on Board of Directors and Executive Committee communications, logistics, transportation and other needs for all AALU and industry meetings
  • Work with other AALU departments and AALU staff on IMPACT meetings, Capitol Hill fly ins, Regional Meetings and other meetings as needed
  • Responsible for Board Members expenses relating to Board Meetings

    Annual Meeting

    • Plan and hold at least 3 Annual Meeting Prep Meetings for staff
    • Prepare the hotel resume and meeting specifications (BEOs) for the annual meeting
    • Manage the housing process for the annual meeting
    • Assist the Breakout/Workshop process for the annual meeting
    • Manage trouble shooting on-site during AALU events
    • Plan, manage and oversee on-site logistics for master classes, VIP events, security, official photographer, florist, transportation, RFID system, temporary staff, mobile app and additional vendors
    • Manage invoice/payment process for vendors
    • Oversee Annual Meeting shipment to and from AALU headquarters
    • Oversee that all Annual Meeting collateral content is correct and up to date, including program book, mobile app, website and signage
    • Oversee logistics for off-site AALU receptions and events
    • Oversee off-site logistics for Capitol Hill Club events
    • Manage spouse programs and activities
    • Work with AVP, Meetings and Events and other AALU staff to coordinate all Partner/Exhibitor/VIP logistics including but not limited to hotel registration, hotel upgrades/limos, delivery of amenities, meeting registration, tickets for events and VIP seating
    • Reconcile and code final hotel bill

      General

      • Responsible for managing the expense budget for all AALU meetings. Work within approved budget when planning logistical arrangements and responsible for reviewing invoices for accuracy and properly coding them
      • Responsible for the coordination of all meeting signage
      • Arrange all staff, Board of Director & VIP hotel accommodations at AALU meetings
      • Perform on-site room and food checks
      • Track all F&B and housing history for all meetings
      • Responsible for the production of master rooming lists for all of the associations meetings
      • Produce and manage changes in on-site staff schedules
      • Works in partnership with the other departments of the association
      • Additional responsibilities as required

        Keywords: AALU, Reston, Manager of Meetings & Events, Executive, Reston, Virginia

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