Meetings Associate
American Council for Technology - Industry Advisory Council - Fairfax, VA

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The American Council for Technology-Industry Advisory Council (ACT-IAC) is seeking a motivated and enthusiastic individual to join our meetings department to support the organization's meetings, conferences, forums and exhibits.

Successful candidates will have two - four years of work experience related to professional meeting and event planning and implementation, plus a 4-year college degree. Candidates should be outgoing, possess excellent customer service skills, especially while working under a deadline, be detail-oriented while juggling multiple tasks with competing priorities, and be a team player. Candidates must also be comfortable working independently with minimal supervision.

The Meetings Associate will work directly with the Conference Team to support the execution of meetings for the association. They will be assisting with the organizing, planning and preparation and the on-site execution of all conferences and events

About the American Council for Technology – Industry Advisory Council
The American Council for Technology (ACT) - Industry Advisory Council (IAC) is a non-profit, public-private partnership dedicated to improving government through the application of information technology. ACT-IAC provides an objective, ethical and trusted forum where government and industry exchange information and collaborate on technology issues in the public sector. ACT is structured as a federation of government information technology councils from around the nation. In partnership with the Industry Advisory Council (IAC), ACT provides an objective forum where senior government and industry executives can collaborate on IT issues of interest to the government. IAC advises ACT, its councils, government managers and policy officials on the possible impacts of industry trends on government technology issues, serving as a sounding board for changes to federal regulations. While most of the government employees currently participating in ACT-IAC are from the Federal government, state and local employees also participate - especially at the chapter level (currently chapters are in San Diego and Denver).
The purpose of the organization is to communicate, educate, inform and collaborate. ACT and IAC share staff, resources and facilities. The staff and member volunteers work closely together as partners to achieve the missions of ACT-IAC. While all ACT-IAC employees work closely with individuals from government and industry, this position has the responsibility for being aware of and supporting the organization's goals with both industry and government. This is a fulltime position with a duty location in Fairfax, VA. The position is available immediately.

Duties and Responsibilities:
The duties and responsibilities of this position include, but are not limited to:

  • Manage rooming for meetings including making rooming lists, tracking pick-up, watching for attrition, managing VIP/Speaker blocks, sending out reminders and hotel confirmations, managing correct billing to the Master Account and assigning concessions. In addition, managing VIP flight arrangements & ordering airport transfers as needed.
  • Track RFP responses, prepare proposal comparison charts and analyze meeting space for Conference Team to review.
  • Supervise the meeting packing process, including printing all pertinent reports, packing registration envelopes, preparing supplies, badges, ribbons, tent cards, specialized event material development, etc., and shipping items in an organized and timely fashion.
  • Assist Conference Team onsite at larger meetings, managing the registration desk, and providing support to Planner as needed. In time, this position would be able to run smaller state meetings, acting as the primary contact onsite.
  • Complete new meeting checklists once contracts are signed, including creating the meeting binder, applying for direct bill status, updating the Master Calendar, and tracking and managing deposit schedules and other important dates.
  • Assist Conference Team with department projects, including, but not limited to, maintaining the Master Calendar and Conflicts Calendar, tracking hotel points, updating the shipping schedule, purchasing VIP gifts, uploading documents in Policy Tech, update Meeting Space History and Rooming History charts, etc.
  • Meeting Program, Web Based Meeting Application and Website content management for all meetings and conferences.
  • Reconcile final budget
  • Process all invoices for payment
  • Send thank you letters to attendees and suppliers
  • Other duties as needed.

Knowledge, Skills & Requirements:

  • Bachelor's degree plus a minimum of 2-4 years of experience relevant to the requirements of this position;
  • Experience working with membership associations preferred;
  • Ability to work with volunteer committees; must be able to foster a cooperative work environment with ability to motivate other staff and volunteers to work towards common goals and objectives;
  • Must possess strong writing skills;
  • Must possess the interpersonal skills to deal courteously and effectively with a broad spectrum of businesses, members and organizations. Must enjoy meeting with people, networking and developing strong relationships;
  • Must possess strong organizational skills with acute attention to detail;
  • Must demonstrate initiative, ability to work with little or no direct supervision, and ability to exercise sound judgment
  • Must be able to multi-task, be detail oriented, have strong organizational, project management, and communication and customer relation skills. Must be able to work in a fast-paced environment, managing multiple projects at once.
  • Must be team and service oriented;
  • Must be diplomatic and tactful;
  • Must demonstrate a strong, results-oriented work ethic;
  • Must demonstrate a high degree of integrity, professionalism and willingness to take on new tasks in order to help ACT-IAC reach its goals and mission.

The person selected for this position must be willing to travel in the Washington, DC, area to attend planning and other meetings. In addition to conference travel, some overnight travel may be required.

Further information about ACT-IAC is available on the website at
To apply for this position, please send a resume, cover letter and salary requirements to the Recruting e-mail address. No phone calls please. Salary requirements are necessary for consideration.