Conference Services Associate
: Job Details :

OverviewScroll down to find the complete details of the job offer, including experience required and associated duties and tasks.

Work for a first-class institution that is innovative, multi-dimensional, and dynamic by joining AIR as a Conference Service Associate.

We hire talented and forward-thinking professionals to build our cross-functional teams and support our clients in solving complex problems. Our people—problem-solvers, changemakers, and creative thinkers—are experts in their craft who rise to meet today's challenges.

The Conference Service Associate will play an integral role in delivering on some of the most meaningful projects in communities across the United States and the world. You'll collaborate with our teams of motivated and passionate visionaries, where your input will be valued and your contributions vital to our success.

AIR's Workplace Management team is seeking a creative and motivated Conference Services Associate to join their innovative team. This position will report to the Events Specialist and will be responsible for coordinating and managing all aspects of conferences, meetings, and events hosted by AIR. This position is in-office five days per week in AIR's Chicago, IL site.

About AIR:

Established in 1946, with headquarters in Arlington, Virginia, AIR is a nonpartisan, not-for-profit institution that conducts behavioral and social science research and delivers technical assistance to solve some of the most urgent challenges in the U.S. and around the world. We advance evidence in the areas of education, health, the workforce, human services, and international development to create a better, more equitable world.

AIR's commitment to diversity goes beyond legal compliance to its full integration in our strategy, operations, and work environment. At AIR, we define diversity broadly, considering everyone's unique life and community experiences. We believe that embracing diverse perspectives drives innovation and employee engagement.

Responsibilities

The responsibilities include but are not limited to:

• Meeting Event Coordination:
  • Work closely with AIR's internal customers to support the logistical planning of virtual and in-person meetings and events.
  • Utilize AIR's room reservation platform, HubStar.
• Conference Room and Guest Office Requests:
  • Support all conference events per Workplace Management's established processes.
  • Logistical support of virtual and in-person meetings and conferences to include coordination, ordering, and set up of catering services, supply requests, and coordination with Audio Visual (AV) staff.
  • Serve as the primary point of contact for conference organizers, attendees, vendors, and internal support groups.
  • Conduct post-event reconciliations and evaluations.
• Quality Assurance:
  • Conduct regular inspections of event spaces to ensure they meet quality standards.
  • Ensure compliance with institutional policies and procedures during conference planning and execution.
  • Maintain accurate records of conference expenses and budgets.
• Customer Service:
  • Provide exceptional customer service to clients, guests, and internal stakeholders.
  • Handle inquiries from event participants.
  • Deliver results related to employee experience and customer satisfaction.
• Team Collaboration:
  • Work collaboratively with other members of the Workplace Management Team and cross-functional departments.
  • Manage special projects assigned by Workplace Management leadership.
  • Remain current on industry trends and suggest improvements.

Duties, responsibilities, and activities may change, or new ones may be assigned at any time based on business needs.

Periodic travel to AIR offices may be required for support of events (10%).

Qualifications

Education, Knowledge, and Experience:

• High School Diploma with at least 2 years of relevant experience or a bachelor's degree in a related field.
• Proven experience in conference services, event planning, or related field.

Skills:

• Effective communicator with demonstrated ability to communicate in a virtual, cross-functional diverse team environment.
• Proficient in Microsoft Office applications (Outlook, Word, Excel, PowerPoint).
• Demonstrated ability to work well independently, and collaboratively as needed.
• Adept in a fast-paced environment to manage multiple concurrent deliveries.
• Strong analytical, critical thinking, and problem-solving skills with attention to detail.
• Excellent customer service skills including timely and well-thought-out problem resolution.
• Ability to lift up to 50 lbs.

Disclosures:

Applicants must be currently authorized to work in the U.S. on a full-time basis.

AIR adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo reference and background checks.

AIR's Total Rewards Program is designed to reward our staff competitively and motivate them to achieve our critical mission.

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