ASSOCIATED BUILDERS AND CONTRACTORS - CENTRAL FLORIDA CHAPTER OFFICE

Position Title:  Meetings & Events Assistant 
Location:             Orlando, FL 
Reports to: Meetings & Events Director
Status: Non-Exempt

 

Contact Vice President & COO Nancy Wray with your resume and letter of interest: – [email protected]

Purpose

The Meetings & Events Assistant provides professional administrative support to all departments but specifically the Meetings & Events (M&E) Director to be a part of a fully functioning team. This position requires exceptional communication and relationship-building skills in working with members, vendors, suppliers, the public, volunteers, and co-workers. The Meetings & Events Assistant demonstrates keen attention to detail by ensuring all elements necessary to host or sponsor a meeting or event are coordinated and complete.

This position also requires the ability to work in Microsoft Office Suite programs to develop meeting and event advertisements, invitations, articles, signage, programs, and other printed/electronic communication or materials specific to a meeting or event. The Meetings & Events Assistant supports the M&E Director and the organization as a whole by coordinating all meeting/event preparation, set-up, registration, evaluations, and reporting.  This position understands budgets and works to coordinate high-quality meetings/events in the most cost-efficient way.

As a vital member of a highly effective team, the Meetings & Events Assistant understands Central Florida Associated Builders and Contractors (ABC) values, mission, goals, and strategic plan, and contributes to the organization’s success by enthusiastically performing tasks and responsibilities to accomplish individual and departmental objectives.

Essential Duties

Organizational Success

  • Demonstrates understanding of contribution to strategic plan goals by meeting or exceeding personal and departmental objectives.
  • Proactively consider needs and pay attention to daily office calendar.
  • Collaborates with other staff in developing marketing plan; ensures all printed, electronic, social media, and website communications are aligned to plan.
  • Cultivates and maintains positive relationships with staff, members, and all others who ABC serves or does business with.
  • Assists with event committees as requested by M&E Director – only attends meetings when requested.
  • Uses all available resources to keep up-to-date on current trends in the construction and events management industries; uses trend data or info to make recommendations and to assist M&E Director and other leadership in decision-making.
  • Assists with monthly reports on departmental activities, issues, and opportunities
  • Willingly works in collaboration with other departments as needed.
  • Follows all protocols for office maintenance and security.
  • Assists in identifying and evaluating changes to make to events, processes, and how execution of events are done
  • Creation of M&E Project Management system and organizational lists for ease of event management – keep these lists up to date and continue to look forward for future projects.

Meeting/Event Preparation/Production

  • Collaborates with M&E Director to develop meeting/events budgets, schedules, timelines, speaker and staffing needs, and materials/supplies checklists.
  • Researches, compares, and provides site options/recommendations to M&E Director.
  • Research competitive pricing on promotional items/sponsor materials for order.
  • Reviews contracts for final approval by M&E Director & President/VP, liability insurance, and other booking requirements and agreements for M&E Director’s review.
  • Identifies and works closely with speakers, vendors, and suppliers, communicating timelines, delivery windows, invoicing, etc.
  • Orders supplies and materials and develops system for ensuring timely delivery to meeting/event venue.
  • Tracks expenses to ensure projected total costs are within budget; provides expense updates to M&E Director.
  • Creates necessary ads, articles, programs, invitations, magazines, signage, registration lists and other materials. Ensures all in-house or outsourced printing is done in a professional and timely manner.
  • Creates social media graphics and schedules posts for upcoming Meetings & Events
  • Follow all timelines and schedules to align with the entire ABC staff/team.
  • Works with M&E Director in sales of sponsorships, exhibitor sign ups, recruitment of participants in EIC Awards, Construction Expo, and other ABC meetings and events.
  • Works with M&E Director in production and execution of the EIC Awards Program.
  • Follows up with event/meeting invitees to remind/confirm attendance; sends attendees directions and information for parking, security and/ or other pertinent info.
  • Works with supervisors to schedule staff necessary to work events; makes arrangements for volunteers; collaborates with M&E Director to develop work assignments for staff and volunteers.
  • Collaborates with site/venue staff and M&E Director to finalize furniture arrangement, computer and audio-visual location, parking, and any other site-specific arrangements.
  • Designs, creates and manages other electronic forms needed for events including: surveys, check-in forms, applications, information forms, etc.
  • Create scripts for speakers and presenters when needed.
  • Assist with data management and data input through Microsoft Office for event details.
  • Works with Directors on coordinating and setting up for committee meetings.

Event/Meeting Onsite Responsibilities

  • Acts as onsite lead for arrangements, speakers, staff and volunteers, and vendors/suppliers.
  • Ensures all materials, supplies, and equipment are in place and are tested, if appropriate.
  • Handles staff and volunteer assignments, giving directions or instructions as needed; acts as back up for staff/volunteer breaks.
  • Supports the M&E Director at the meeting/event, handling last minute or unexpected needs as requested/needed.
  • Is responsible for collecting attendees’ evaluations.
  • Organizes clean-up work, ensuring all contract agreements for venue condition and/or equipment return are met; gathers or assigns staff/volunteers to gather extra materials and supplies.
  • May be required to travel to regional meetings to manage events

Post-Meeting/Event Record Keeping/Follow-Up

  • Organizes and files sample materials, registration lists, vendor lists, copies of statements and invoices, contracts, liability insurance and other documents related to event for future reference.
  • Gathers data from evaluations; prepares evaluations report and other post-event reports as needed.
  • Follows up with speakers, sponsors, exhibitors, competitors, and attendees as appropriate or directed.
  • Assists in creating post-event write-ups for promotion within BCF magazine and other outlets.

Volunteer Management

  • Recruits, trains, and coaches’ staff and volunteers, including committee members and leaders
  • Responsible for the completion of monthly reports on Committee/Task Force activities, issues, and opportunities.
  • Works with all staff to accomplish individual and organizational goals.

​​​​Other

  • Update laptop computers monthly
  • Lead on facility set up and clean up for all programs, events, and workshops, stocking beverage carts and conference room and doing supply runs. When possible, set rooms day/night before.
  • Posting lobby signs for events, classes, committee and other meetings, rentals.  Coordinate with Chapter Services Coordinator.
  • Assist all departments and Directors as needed.
  • Back up for front desk personnel, including answering phones.
  • Managing registrations and accounts receivables and deposits as needed.
  • Coordinate office coverage with Executive Assistant and Chapter Services Coordinator including lunch hour.  Office is to be covered Monday through Thursday 7:30 AM to 5:00 PM and 7:30 AM – 4:00 PM on Fridays

Requirements

Education

Associates Degree (or equivalent credits) in Marketing, Hospitality, Communications, or a related field

Experience

Minimum of (2) years’ work or volunteer experience in meeting and event planning or related industry

A combination of the following education and experience may be substituted for the requirements:

  • High School Diploma or GED and (3) year’s work or volunteer experience in meeting and event planning or related industry
  • Bachelor’s Degree and one (1) year experience year’s work or volunteer experience in meeting and event planning or related industry

Licenses or other required Certifications

Valid Florida driver’s license and vehicle insurance

Knowledge & Skills

  • Understands and can articulate the basic components of meeting/events coordination
  • Is highly organized and detail-oriented
  • Demonstrates project- and time-management skills
  • Has the ability to communicate professionally verbally and in writing to a diverse membership and others contacted in the course of work
  • Can work independently or as the member of a team
  • Can effectively use the internet and other resources to research and gather information and data
  • Is proficient in the most current Microsoft Office Suite programs
  • Ability to learn and work in publishing/design software

Behavioral Competencies

  • Highly reliable and trustworthy
  • Accountable for responsibilities and errors
  • Goal-oriented
  • Takes initiative
  • Proactive

Physical Requirements

Tasks involve moderately active physical effort: must be able to twist, kneel, stoop, bend, and safely lift up to 50 lbs. Tasks require dexterity in the use of fingers and limbs. Tasks may involve extended periods of time sitting at a workstation and utilizing a keyboard. 

Sensory Requirement:

The majority of tasks require manual dexterity. Tasks require visual and hearing acuity. Tasks may involve identifying and distinguishing colors. Tasks require oral communications ability.

Statements

EEO/AAP Statement

Central Florida Associated Builders and Contractors (ABC) is equal employment opportunity to all individuals regardless of race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.

ADAAA Statement

ABC is committed to hiring and providing continued employment to qualified candidates and employees and encourages both prospective and current employees to discuss potential accommodations with the employer.  An individual with a disability is qualified if he or she satisfies the skills, experience, and other job-related requirements for a position; and can perform the essential functions of the position, with or without reasonable accommodations.

This job description does not constitute an employment agreement between ABC and the employee and is subject to change by ABC as the needs of the organization and requirements of the job change.