Meeting Associate

New York, NY
12-19-2019
New York, NY
Depends on Experience  Annual
Full Time
35

About The Conference Board

Founded in 1916, The Conference Board is the member-driven think tank that delivers trusted insights for what’s ahead. Our agenda is simple: to help leaders navigate the biggest issues facing business and better serve society. We believe in innovative approaches that make you think- and act- differently. And everything we do reflects the input of our members and their real-world challenges. 

We do this by delivering business insights. We connect senior executives across industries and geographies to share ideas, and our experts create fact-based research and consensus-driven policy statements to help leaders address their most important business issues.

Because we are independent, non-partisan, and non-profit our work is trusted. If you learned it at The Conference Board you can count on it.


What it’s like to work here:

While it’s serious work to operate a global business think tank, it’s also fulfilling — and fun! Our people enjoy what they do and know their ideas matter. 

We encourage everyone to take personal ownership for outcomes: we collaborate, share a purpose and commit to each other and to our Members. It’s all about doing our very best - which means we succeed as our Members succeed - together we improve society.


The Conference Board invites all interested and qualified candidates to apply for employment opportunities. If you are an individual with a disability in need of assistance with our online application system and would like to request a reasonable accommodation,  please email Liza Wu at Liza.Wu@tcb.org or call at 212-339-0240. Please indicate your full name, contact information and the specific accommodation needed.

 

POSITION SUMMARY
The Meeting Associate position is responsible for sourcing hotels and coordinating logistical arrangements requirements for approximately 100+ meetings annually. Also securing client networking dinner venues and group transportation arrangements, creating reports on vendor usage and satisfaction level by major city/host location and supporting the Manager, Meeting Services in adhering to the logistical standards by which all meetings operate.
 
REPORTING RELATIONSHIPS
Reports to Manager, Meeting Services and supports the Managers, Executive Programs by handling matters relating to logistics.
 
PRINCIPAL DIRECT ACTIVITIES
Provide logistical services for approximately 100+ meetings annually, including:
  • Hotel sourcing and review of hotel contracts for accuracy and to ensure terms are favorable to The Conference Board before sending forward for final review and signature
  • Source dinner/networking venues and group transportation based on client needs and preferred vendor status
  • Ensure venue selection meets a consistent level of quality standards and experience for all meeting taking into consideration the unique needs of various Councils, such as C-suite Councils
  • Work with hotel and/or Host on menu selection, meeting specification details, accommodations for staff and speakers, audio visual equipment, banquet event orders and guarantees
  • Monitor hotel room blocks
  • Schedule and lead logistics planning calls with meeting stakeholders
  • Collaborate with Senior Director, Operations to negotiate pricing with vendors in order to achieve the most favorable terms for The Conference Board
  • Adhere to standards for per person meeting costs
  • Contribute data to preferred vendor database of restaurants and transportation companies in major cities frequented/host location sites
  • Maximize the use of the preferred vendors
  • Create logistics document detailing all important event information for use by on-site staff
  • Prepare on-site materials and supplies required including name badges, name tents, attendees’ materials
  • Serve as on-site support for off-site and in-house meetings, when needed
  • Process meeting-related invoices from vendors and consultants
  • Perform other related duties as required
QUALIFICATIONS & REQUIREMENTS
  • College degree with 1-2 years of work experience
  • Superior organizational skills and attention to detail a must
  • Strong time management skills and the ability to prioritize projects
  • Positive attitude, strong work ethic, and team player mentality
  • Able to work and think independently
  • Customer focused with excellent written and verbal interpersonal skills
  • Working knowledge of MS Office