Senior Meetings Planning Associate

Company Name:
National Rural Electric Cooperative Association
The National Rural Electric Cooperative Association (NRECA), with offices in Arlington, VA and Lincoln, NE is the trade association for over 900 consumer-owned electric cooperatives serving more than 42 million people. NRECA is committed to harnessing the strength of America's electric cooperatives into a single powerful voice. NRECA has won the following awards over the past few years:
100 Best Places to Work - ComputerWorld Magazine
50 Greatest places to Work - AARP
50 Best Places to Work - The Washingtonian
CARE Award Recipient - Recognizing organizations that promote a positive work-life balance
At NRECA, we work with people who are leaders in their fields, they are down-to-earth, hardworking professionals committed to helping our members serve their communities. Our work is interesting and constantly evolving and requiring new skills to meet the evolving needs of a dynamic industry. In this collegial, inclusive work environment, united around the compelling purpose and history of electric cooperatives, we thrive. And topping it off, NRECA cares about each person's overall well-being, encouraging health, financial security, and a sustainable work/life balance.
Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individuals with Disabilities
Summary
Meetings Planning Senior Associate-P1
Serve as logistics team leader for assigned staff level meetings for up to 500 people including event project management, budgeting and customer and supplier relationship management. Assist the MEP team in coordinating larger Association meetings and events to ensure successful delivery of each program.
Perform duties and responsibilities in a manner to ensure exceptional customer service in accordance with the NRECA policy and professional standards.
Purpose and Mission
1. Complete goals, duties, and responsibilities consistent with NRECA policy and established professional standards practices while providing NRECA staff, management, and membership with exceptional customer service.
2. Event Project Management and Logistics
a) Serve as the logistics team leader (average ten person team) and the on-site meeting representative for low complexity/low risk events with up to 500 participants. Follows meeting specifications and project plans as established by the Director. Coordinate efforts with the internal program managers and advance planning teams regarding program timelines and logistical requirements.
b) Manage the pre, on-site and post-meeting logistics to include meeting room assignments, audio-visual, catering, contracted staff, material handling and shipping, transportation, special events, master accounts, VIP rooming lists and group room block management of 500 rooms on peak night.
c) Use the Association management database system to monitor enrollments and to create registration lists for distribution to the staff and the membership. Administer the meeting databases (Annual Meeting Requisition Website, Access and VMO Contracts Management System) that contain historical information on assigned meetings and can be used to produce necessary reports (enrollment reports, attendance analysis, etc.).
d) Administer the MEP event database and websites. Collect, analyze and document post-meeting information to include room block totals, room rate and food and beverage dollars spent.
e) Administer the procurement, maintenance and delivery of the meeting equipment (laptops, blackberries, printers and LCD projectors) for the division.
f) Reconcile assigned invoices, prepare check requests, and provide supporting data, as required.
g) Administers the gathering and organization of information for speaker scripts, brochures, programs and awards for NRECA programs.
3. Event Budget Development and Management
a) Oversee meeting expenditures up to $100,000 per event in contract value.
b) Confirm the master participant billing list and meeting records.
c) Reconcile invoices and ensures accurate coding of all meeting related bills.
d) Assist the Director with changes and reclassification of information on the MEP budget and inputting information in the Hyperion budget system.
e) Serve as the distributor of the NRECA earned dividend meeting points to help minimize expenses and to offset costs for the Vendor Management Office.
f) Conduct budget research for assigned meetings upon request.
4. Customer and Supplier Relationship Management
a) Develop and maintain positive and objective "arm's length" relationships with suppliers.
b) Develop and maintain positive working relationships with internal customers by participating in committee meetings and weekly update meetings.
c) Resolve conflicts and disputes without invoking contract provisions.
d) Understand current NRECA master form and negotiated versions of NRECA's agreements to ensure supplier performance and delivery in compliance with the executed contract
e) Network with suppliers and vendors at industry related events and exhibitions in order to maintain favorable partnerships.
f) Assist Director with research on the Internet regarding the evaluation of potential venues and properties for use by NRECA.
5. Other assigned duties
a) Continually participate in cross-training efforts with more experienced meeting planners on the team.
b) Administer the scanning and filing of executed hotel contracts for MEP on the VMO Contract Management System.
c) Keep updated on the changing trends with the meeting industry by maintaining an active membership in a meeting planning organization.
Requirements and Qualifications
Associate's Degree required, Bachelor's Degree preferred
Mid-sized event orientation experience (3-5 years) with most recent experience with planning meetings of less than 500 people.
Ability to travel as needed (35% annually) and with short notice.
Must be able to use independent judgment in problem solving of meeting planning issues.
Knowledge of MS Office products; intermediate to advanced skills in the use of Outlook, Excel, Internet Explorer and Project and Meeting Matrix, a meeting room design software program
Strong customer service and communication skills
Possess a CMP (Certified Meeting Professional) designation or in the process of achieving the designation.
Membership in at least one professional meetings organization (i.e., AMPS, PCMA)
LI-KC1
Amount of Travel
Job Title : Senior Meetings Planning Associate
Location : Arlington, VA, US

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