Summary: Under the supervision of the Vice President of Communications and the Event Planner, the Meetings & Events Coordinator will provide administrative and logistical support for the department related to any meetings and events. The Coordinator will conduct site research, assist in managing the selection process, and process event registrations and sponsorship contracts/invoices. This professional will be required to create databases and spreadsheets, as well as help prepare various event reports.
Essential Responsibilities: These essential duties and responsibilities are not intended to be and should not be construed, as an all-inclusive list of responsibilities, skills, or working conditions associated with this position. While it is intended to be an accurate reflection of the job requirements, management reserves the right to modify, add, or remove duties or to assign other duties as necessary.
Oversee all event pre- and onsite-registration processing including, but not limited to, requesting charge codes, setting up event registration web page, entering in registrations, registration tracking, name badge generation, following up on event-related inquiries and concerns, manage member confirmation correspondence, accepting and processing onsite registration payments, securing registration cash box, and reconciling funds immediately following event.
Process sponsorship contracts payments including obtaining attendee names, etc.
Secure sponsor logos with hyperlinks to company web pages and work with Sponsorship Specialist to insure sponsor logos are posted on appropriate CAR event web pages.
Organize, maintain and track sponsorship logo tracking log including list of sponsoring companies and deliverables for each individual event and/or meeting
Follow established processes and procedures to ensure that all onsite registrations payments are secured at the end of each meeting and/or event.
Oversee generation of post-registration reports including attendee registrations and sponsorship and ad income.
Prepare packing materials to be transported to and from event locations and oversee coordination with shipping/facilities specialists of event deliverables and all items to be shipped to/from the events
Maintain the events outlook mailbox insuring that all requests and inquiries are addressed in a timely manner and forwarded to the appropriate staff and/or department
Prepare weekly goal sheet reports.
Prepare and share registration reports with liaisons and Event Planner
Intake event request forms and set-up planning meeting with department requesting event.
Prepare fact sheets and related planning documents. Coordinate with communications team and liaison to prepare event for distribution.
Provide support in managing events including, but not limited to conducting site research, obtaining bids and proposals, attending site visits, overseeing event records management processes (create, process and track event-related financial documents and banquet event orders)
Assist with creating and distributing post event survey with the Events Planner and communications team.
Assist with securing and ordering all event awards including Sales Awards and Inaugural Gala awards.
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education/Experience: Associates degree preferred. Must possess a minimum of two (2) years’ professional, general office experience required.
Language Ability: Ability to read and interpret documents such as industry briefings, reports, data, contracts, letters of agreement, and procedures manuals. Ability to write in-depth reports, presentations and correspondence. Ability to speak effectively before groups of members or employees of the organization.
Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to analyze data and identify potential errors.
Computer Skills: Proficient and functional knowledge of Microsoft Office including; Outlook, Word, Excel, and PowerPoint, database software required. Strong acumen for Internet research required.
Leadership Skills: Although the list of a leader’s desirable qualities is virtually endless, the following leadership characteristics are expected of an employee to successfully perform their job: loyalty, integrity, enthusiasm, flexibility, knowledge, and communication.
Interpersonal Skills: Ability to communicate and interact with members, volunteers and practitioners in various social settings, as well as provide excellent customer service under pressure.
Interpersonal Skills: Ability to communicate and interact with volunteers and practitioners in various social settings, as well as provide customer service.
Supervisory Responsibilities: This position has no supervisory responsibilities.
Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl. The employee may be required to frequently lift a maximum of 40-50 pounds. The vision requirements include: close vision. The vision requirements include: close and far vision and depth perception. Extensive data entry required.
Occasional evening work and extensive hours are required. Must have means of transportation to travel to various meeting sites.
About Chicago Association of REALTORS
THE VOICE FOR REAL ESTATE IN CHICAGOThe Chicago Association of REALTORS® provides advocacy, professional development and resources that are designed to enhance business success, service to clients and engagement in communities, for a diverse community of real estate professionals.