Meeting Administrator

New York, NY
950/Councils
05-23-2019
New York, NY
Depends on Experience 
Full Time

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.


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 us at Doreen Massaroni at Doreen.massaroni@tcb.org or call at 212-339-0237. Please indicate your full name, contact information and the specific accommodation needed.

 

Position Summary 

Our customers- speakers, attendees and sponsors - are leading executives from the largest companies in the United States. Our Meeting Administrators are responsible for delivering a quality experience for them at each meeting. Leveraging their skills and genuine customer service orientation, Meetings Administrators are the liaison between meeting speakers and The Conference Board and support the activities of Executive Programs by contributing administrative support for assigned meetings.

 

Reporting Relationships

Reports to Manager, Meeting Services

 

Principal Direct Activities

  1. Serve as main point of contact at The Conference Board for meeting speakers.  Answer questions and disseminate pertinent meeting information to speakers. 
  2. Initiate correspondence with conference and seminar speakers to obtain presentations, biographies, audio visual requirements. Use tact and diplomacy to collect all necessary information by deadline(s). 
  3. Initiate correspondence with program director to obtain speaker lists, (updated) meeting agenda.  Also work with program director to review and edit final biographies, meeting agenda, evaluations.
  4. Prepare, proof and produce items needed for meeting attendees:  name badges, name tents, final attendee list, final agenda, polling instructions and evaluations. Collect speaker biographies and headshots to post to meeting’s website.
  5. Collaborate with colleagues, including, but not limited to senior meeting planner, program director and sponsorship support, to ensure administrative and logistical arrangements are completed in a timely manner.
  6. Work with web team to load speaker presentations, biographies and other meeting documents to meeting’s website.   Send log-in instructions and other logistical information to meeting attendees prior to event.
  7. Create polling slides and operate audience polling at conferences and other events.
  8. Attend local (NYC) meetings:     
  1. Set up and manage registration desk
  2. Greet and register speakers and attendees
  3. Ensure speakers are prepared: escort them to the meeting room, ensure they rehearse and have everything needed for their presentation.
  4. Ensure all signed permissions are received for the recording of meeting content. 
  5. Assist with any other needs while on-site.
  1. Coordinate post-meeting activities by processing and compiling responses and results from meeting evaluations; return completed CEU credit forms to CEU coordinator.
  2. Reconcile on-site registration information (new registrations, substitutions, corrected information) with Customer Service.
  3. Other duties as assigned by others in Executive Programs including the Senior Vice President, Vice President and Senior Director, Operations.

 

 

DESIRED QUALIFICATIONS:

  • Bachelor’s or Associate’s degree
  • One to two years office work experience
  • Proficient in Word, Excel and PowerPoint
  • Ability to work with senior level executives
  • Positive attitude, strong work ethic, and team player mentality
  • Excellent organizational skills and attention to detail.
  • Advanced multi-tasking abilities.  Ability to work on multiple projects in varying stages of development in the same time frame and with minimal supervision.
  • Superior prioritizing and time management skills, and the ability to meet deadlines consistently.
  • Customer focused with excellent written and verbal interpersonal skills.
  • Ability to work calmly and effectively in stressful situations.
  • Excellent customer service skills.
  • Travel to out of town meetings is possible.
  • Punctual, dependable and dedicated to achieving operational excellence, down to the smallest of details.