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SENIOR MEETINGS PLANNER

Company: New Jersey State Bar Association
Location: New Brunswick
Posted on: June 20, 2022

Job Description:

Reports To: Senior Managing Director of MeetingsStatus: Non-ExemptPosition Overview: Plan and oversee meetings/seminars for members, non-memberattorneys and outside groupsResponsibilitiesA. Schedule Meetings/Seminars/Special Events 20%1. Conduct site visits for assigned meetings to assess functionality and confirm ADA compliance;revisit as necessary2. Negotiate room rental and food & beverage rates with hotels and review hotel contracts forassigned meetings and events with Senior Managing Director of Meetings and NJSBA AssistantExecutive Director and General Counsel3. Reserve meeting space at the Law Center, hotel or other venue as appropriate4. Work closely with Section and Committee Services Managers to plan special events for NJSBAsections and committees5. Contact hotels and registrants when cancellations occur, update web and reschedule event6. Provide back-up for weekly preparation of the meetings calendar, detailing specs for roomset-up, a/v, food, etc.B. Plan Meetings/Seminars 50%1. Identify, determine and arrange for proper room set-up, a/v, catering and parking needs forLaw Center meetings, working with the Senior Managing Director of Meetings, as assigned2. Monitor registration counts for meetings and events to ensure guarantees are met and spaceavailability is not exceeded3. Assist Senior Managing Director in planning the Family Law Retreat, Mid-Year and Annualmeetings, as well as other special eventsC. Coordinate Off-site NJSBA Receptions and Dinners 10%1. As assigned by, and under the supervision of, the Senior Managing Director of Meetings,coordinate meeting arrangements for events held off-site with staff members and/orsection chairs2. Negotiate contracts with hotels and NJSBA Assistant Executive Director and General Counsel3. Attend dinner committee planning meetings when appropriate4. Oversee invitation development and distribution5. Attend off-site events, usually with other staff members; supervise registration, facilitypreparation and troubleshoot as necessaryD. Billing 10%1. Provide Accounting with required billing instructions2. Process invoices for paymentE. Other 10%1. Collaborate with Senior Managing Director to streamline department operations2. Make travel arrangements for officers and executive personnel, as assigned3. Conduct registration for morning and evening meetings or special programs4. Prepare reports for Mid-Year and Annual meetings5. Prepare and monitor budgets for various meetings and events, as assigned6. Perform other departmental/NJSBA tasks as assignedQualifications and Required SkillsA. Knowledge/skills/abilities--- Proficient in Microsoft Word, Excel and Outlook--- Experience in association management software a plus--- Detail-oriented and accurate with excellent communication, organizational and follow-up skills--- Able to work independently and as a team member in fast paced environment--- Able to deal with all levels of staff; professional demeanor--- Excellent customer service skillsB. Education/training/certification/license--- Minimum high school diploma/equivalentC. Experience--- 3 years meeting planning experience or equivalentD. Special Requirements--- Some overtime and travel to outside meetings, including the Annual MeetingThis job description is a broad summary of the essential job functions and general duties for thisposition, the additional job duties that may be required from time-to-time, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may be required to and must be willing to perform other duties as assigned, including work in other functional areas to cover absences or relief or otherwise to balance NJSBA's workload and meet organizational needs. This job description may be modified from time to time, at the sole discretion of the NJSBA.This employee must follow all policies and procedures formulated by the NJSBA.The existence of this job description does not modify the employee's "at-will" status. That is, unless a signed employment contract specifying a term of employment exists between the NJSBA and the employee or his/her/their representative, both the NJSBA and the employee have the right to terminate the employment relationship at any time, with or without reason or notice, unless otherwise prohibited by law.

Keywords: New Jersey State Bar Association, New Brunswick , SENIOR MEETINGS PLANNER, Accounting, Auditing , New Brunswick, New Jersey

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