Meeting Associate

Responsibilities

Client Services

Work with the MM/D, Account Executive (AE) and client team to carry out the event-related projects assigned to you to ensure that client budgets and deadlines are met, using meeting checklists and planning calendars/timelines.

•  Support the MM/D on client-related meeting activities and further described below.
• Participate in event-related Committee or Board Meetings, including creating meeting agendas and drafting minutes, as requested.
• Update and maintain client event specifications.
• Supports the activities of the Meetings Department by providing technical, clerical and administrative assistance.
• Responsible for: correspondence, telephone and personal contacts to ensure the timeliness and quality of all meetings.
• Responsible for vendor interaction, material assembly and filing.
• Coordinate speaker requirements relating to audio/visual equipment, handouts and biographies.
• Organize and edit speaker biographies, produce final meeting programs and support related activities.
• Update websites, creating registration sites, and the production of the post-meeting evaluations.
• Coordinate post-meeting activities by processing and compiling results from post-meeting evaluations.
• Reconcile on-site registration information and distribution of final attendance lists to sponsors.
• Issue letters or certificates of attendance.
• Serve as onsite support for the MM/D and staff client registration desks, etc. at national and smaller, local meetings.
• Provide accreditation information as requested.
• Serve as a backup to the Receptionist as needed: Answer switchboard and connect caller to correct extension. Answer and fulfill requests for information including membership. Obtain a broad knowledge of organizational information to adequately serve members of clients.
• Other client services and administrative duties as assigned.

Event Logistics

•  Assist the MM/D in communicating event logistics to all involved parties, including but not limited to the Committee, Board, attendees, speakers, VIPS, exhibitors, suppliers, and hotel.
• Update planning tools, including but not limited to a detailed schedule of events, script, rooming lists, and staff onsite duties worksheet as requested by the MM/D.
• Create and send invitations; manage RSVP list.
• Manage event registration and guestroom blocks for attendees, volunteer leaders and speakers as needed.
• Ensure all supporter benefits are fulfilled for each event.

Materials and Content

• Maintain and update event website and social media sites as needed and in coordination with the MM/D and Bostrom’s Marketing Team.
• Maintain and update conference app as needed.
• Assist the MM/D in creating the exhibitor prospectus and the meeting registration/marketing brochures. Bostrom Job Description Page 2 of 3
• Schedule, assemble, pack, and ship materials to event site.

Budget and Vendor Management

• Ensure vendor contracts are signed in a timely manner. Ensure invoices are processed and paid in a timely manner.
• Complete and submit credit applications, deposits and payments to supplier and hotels, pre-event for AE, MM/D or other signature.

Event Support

• Respond timely to event-related issues and questions. Act quickly, diplomatically, and in the best interest of the client to resolve pre-event and onsite challenges.
• Assist event staff as needed, by taking minutes or providing event set up, break down, or registration support.

Bostrom’s Core Competencies

• Deliver personalized solutions tied to client strategic goals: Demonstrate concern, initiative, and creative problem solving for satisfying clients and members.
• Provide expertise and thought leadership to clients: Develop and maintain knowledge of association management best practices through continuous learning and professional development.
• Be open and honest: Support the ideas of others, provide open and constructive feedback, and share your expertise with others.
• Contribute to the overall success and growth of Bostrom: Support corporate goals and proactively identify business opportunities with current or potential clients.

Job-specific Competencies

• Personal effectiveness, integrity, and credibility.
• Professional demeanor with excellent customer service skills.
• Excellent organizational skills.
• Ability to handle multiple projects and tasks simultaneously.
• Collaborative, team player: Provide assistance, information, and support to others; communicate progress and problems.
• Excellent communication skills: Express yourself clearly in writing, conversations, and interactions with others.
• Effective interpersonal skills tailored to the setting, the individuals involved, and result in the desired outcome.
• Accountable, self-motivated, willing to take on new responsibilities.
• Technical capacity, including in –depth knowledge of Microsoft Office.
• Approach challenges with a positive, “can do” attitude; function effectively under pressure; maintain a controlled response in difficult circumstances.

Comp and Benefits as a Bostrom Employee

• Hybrid work schedule
• Competitive salary
• Full benefits, PTO, and 401k
• 100% paid professional development

Come grow with us!

Bostrom is a proud equal opportunity employer, committed to a welcoming and inclusive work culture. At Bostrom you can b creative, b unique, b yourself! Our inclusive culture encourages our people to bring their authentic, whole selves to work. We respect and value the uniqueness of each member of the Bostrom team and are committed to cultivating a workplace that is welcoming to all. At Bostrom, we believe diversity drives innovation.