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Meeting Specialist

Chicago, 142 E Ontario St, Chicago, Illinois, United States of America Req #73
Monday, November 25, 2019
The mission of the American Osteopathic Association is to advance the distinctive philosophy and practice of Osteopathic Medicine.


Under the direction of the Director, Meetings & Convention, performs a wide range of meeting and convention planning and execution necessary to support the Meetings and Travel department.


The essential functions of this position are descriptive of the primary responsibilities of the position.

• Conducts initial research into facility availability for smaller conferences and meetings.
• Prepares "Requests for Proposals," evaluates initial proposals against requirements, and conducts initial negotiations.
• Negotiates and prepares standard small meeting contracts for all small meetings and conference.
• Coordinates hotel block, food & beverage, special needs requirements, audio visual, group resumes and post event report templates to provide to hotel.
• Review meeting invoices for accuracy, obtain approval and process payment for all meetings assigned.
• Coordinates and maintains historical data on all smaller conferences as well as specific aspects of annual meeting.
• Travels to provide onsite support to OMED, Annual Meeting, DO Day, Cluster Meetings and other smaller meetings as assigned by Director. 
• Follows process identified by Director and saves all files on shared drive for entire team to access.

JOB DUTIES (in depth)

The following description of job responsibilities and standards is intended to reflect the major responsibilities and duties of the job, but is not intended to describe minor duties or other responsibilities as may be assigned from time to time.

A. Comprehensive meeting coordination for the meetings listed below. This includes investigating location, hotel contracting, housing coordination, registration (as needed), creating master schedule and critical dates calendar, coordinating meeting space, food & beverage orders, audio-visual, and meeting space setup. Inter-departmental collaboration to ensure all meeting requirements are met. Serves as liaison with hotel, onsite meeting management as needed, track expenses to ensure planning falls within budget. Reconciles invoices post event, collects post event reports to build and keep history for all meetings.

• Cluster Meetings: April, August, November and December
• DO Day: April
• Other smaller meetings as assigned by Director or Associate Vice President

B. Annual Business Meeting/House of Delegates:
• Collaborates with Director in meeting space assignments.
• Collaborates with internal divisions to obtain meeting space requirements.
• Responsible for creating and turning into the hotel function sheets, food & beverage orders, AV and group resume.
• Coordinates housing needs for board and staff and manages the housing block for attendees.
• Collaborates with other staff in securing the housing needs of the three leaders and the logistics of the Presidents reception.
• Completes invoice reconciliation.
• Check rooms onsite as assigned.

• Coordinates headquarters hotel meeting logistics. Organizing Food & Beverage, AV, meeting setup requirements for AOA internal department. Provide cost estimates and complete invoice reconciliation.
• Collaborates with Manager and Director to complete the group resume.
• Follows direction and process identified by Director for communicating with vendors.
• Onsite coordination and management of the headquarter hotel activities to include: room checks for all AOA and Affiliate functions, daily bill review,  organization of invoices for quick post event reconciliation, and any other activities that support the headquarters hotel.
• Reconciles all invoices related to activities that occurred at the headquarters hotel.
• Support other areas as assigned by Director or Associate Vice President.


A. Education: Bachelor’s degree, preferable in Hospitality, Tourism Management, or Business.

B. Experience: Three to five years of professional meeting experience (nonprofit or association experience preferred).

C. Licensure or Certification: CMP Preferred

D. Special Skills: Experience with maintaining databases (iMIS is a plus) and proficiency in meeting planner systems. Strong time management skills and the ability to manage concurrent tasks efficiently. Proficient with Microsoft Office Suite (Word, Excel, Access). Must be a team player, have superior attention to detail and strong organizational skills with the ability to prioritize and multi-task. Experience with meeting planning and excellent interpersonal skills. Must be high energy, positive, maintain a professional attitude and take pride in the work product. Establish and maintain interpersonal relationships with hotel staff and interdivisional staff.

E. Communications: Exceptional oral and written communication skills required.

This is an office-based position with significant travel (estimate 35% effort). The ability to work longer than standard business hours during the week and the ability to work weekends as requested by Director and travel as needed is a crucial component to this role.

Physical demands include the ability to remain in a stationary position, the ability to operate office equipment and the ability to move supplies and equipment up to 25 pounds.


This position description reflects the assignment of essential functions.  It does not restrict additional tasks that may be assigned. This job description is subject to change based on the needs of the organization.

AOA is an Equal Opportunity Employer who fully and actively supports equal access for all people regardless of Race, Color, Religion, Gender, Age, National Origin, Veteran Status, Disability, Genetic Information or Testing, Family and Medical Leave, Sexual Orientation and Gender Identity, expression or any other characteristic protected by applicable federal, state, or local laws.  We prohibit retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or the government, or against any individuals who assist or practice in the investigation of any complaint, or otherwise oppose discrimination. We strongly encourage women, minorities, individuals with disabilities and veterans to apply to all of our job openings.

Other details

  • Pay Type Salary
  • Travel Required Yes
  • Travel % 35
  • Required Education Bachelor’s Degree
  • Chicago, 142 E Ontario St, Chicago, Illinois, United States of America