American Academy of Periodontology
  • Chicago, IL, USA
  • Full Time

HYBRID Position: Remote with 1-2 days in the office

Are you passionate about hospitality events? Are you looking for an opportunity that will allow you to use all your meeting management skills in a professional environment? Do you want to be a key member of the Meeting Services team that handles events from concept to post event?

The American Academy of Periodontology (AAP) is seeking a Meetings Coordinator to work in collaboration with the Meetings Logistics Manager to coordinate all aspects of internal and external committee meetings that are held at the AAP headquarters offices in Chicago as well as hotels within the US throughout the year. This includes coordination of all aspects of meetings including RFP process, housing, food and beverage orders, audio-visual needs, transportation, off-site events, vendor relationships and billing reconciliation for 10-20 meetings annually. The Meetings Coordinator reports to the Director of Meeting Services and supports the Meeting Services Staff both in the office and on-site at the Annual Meeting.

About AAP

About AAP The American Academy of Periodontology, located just off the Mag Mile and close to Water Tower Place, is a 7,500-member professional organization for Periodontists, a dental specialty for the prevention, diagnosis and treatment of diseases affecting the gums, supporting structures of the teeth and placement of dental implants. Our vision is to be the voice of Periodontists as the collaborative partner to achieve optimal oral health. Our team at AAP is collaborative in nature and is dedicated to supporting our members. In support of our incredible team, we offer a healthy work-life balance with a hybrid work schedule and a robust benefits package to include 100% company paid medical insurance for employees

What great benefits does the AAP offer?

  • 35-hour work week, however flexibility is a must depending on project
  • Generous PTO plan of 18 days per year
  • Additional PAID week in December between Christmas and New Year's Day
  • 100% EMPLOYER paid Medical Insurance (employee only)
  • AAP Dental Plan (up to $3000 a year in reimbursement)
  • Company paid Disability Insurance and Long-Term Care Insurance
  • 401(k) match
  • Profit sharing

Meeting Coordinator Responsibilities include:

  • Negotiates committee meeting hotel/venue and various service provider agreements (e.g., transportation, restaurant, etc.) in conjunction with contracted legal adviser
  • Coordinate catering request from AAP staff
  • Serves as liaison between contracted travel vendor and AAP staff to submit approved air travel list, manage monthly travel reports and assist Finance Department with budget reclassification. Ensure the management of air travel component of programs to maximize cost savings in conjunction with the Director of Meeting Services and Finance
  • Responsible for data entry of logistic information into Event Management System, runs reports and specs and submits to AAP's venues and vendors for the annual meeting
  • Participates in meetings with cross functional departments to assure that final edits are made for vendor contracts and publication submissions.
  • Works with all AAP departments involved with hotel and event venues for Annual meeting in host city to allocate function space for affiliates, exhibitors, and alumni organizations. Will also work with teams responsible for registration, housing, off-site events, and mobile apps for meeting.

Who are we looking for?

  • Bachelor's degree (B.A.) and/or equivalent experience or internship
  • Excellent organizational abilities, meticulous ability to multi-task and work under pressure in a demanding environment
  • Excellent communication, presentation, follow-up, and negotiation skills while maintaining positive relationships with executives, member, co-workers, and vendors
  • 1+ years' experience in management of banquet event orders, meeting event orders, audiovisual orders, etc. preferred
  • Experience in management and negotiation of hotel and vendor contracts
  • Experience with Microsoft Office applications (event management software a plus)
  • Strong written and verbal skills with the ability to prioritize and manage multiple projects concurrently
  • Ability to travel within the US and work extended hours and weekends as required.
  • Maintain professional and positive demeanor and able to function as part of a team.

For consideration, please submit a resume by clicking the apply button.

The American Academy of Periodontology is an equal opportunity employer.

Key Words: Hospitality, Hotel Management, Meeting Management, Catering, Scheduling, Meeting Coordinator, Meetings Coordinator, Meeting Service Coordinator.

American Academy of Periodontology
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