Meetings And Logistics Coordinator in Manhattan, New York For Sale

OrganizationLeague of American Orchestras
Websitehttp://americanorchestras.org
LocationNew York, NY
CountryUnited States
SectorMembership
Position LevelExperienced (Non-Manager)
Education Requirement4-Year Degree
Position TypeFull Time Permanent
The League of American Orchestras (americanorchestras.org) leads, supports, and champions America?s orchestras and the vitality of the music they perform. Founded in xxxx and chartered by Congress in xxxx, the League links a national network of thousands of instrumentalists, conductors, managers and administrators, board members, volunteers, and business partners. Its diverse membership of nearly 800 orchestras across North America runs the gamut from world-renowned symphonies to community groups, from summer festivals to student and youth ensembles. The only national organization dedicated solely to the orchestral experience, the League is a nexus of knowledge and innovation, advocacy, and leadership advancement for managers, musicians, volunteers, and boards. Its conferences and events, award-winning Symphony magazine, website, and other publications inform music lovers around the world about orchestral activity and developments.
Position Summary:
The Meeting and Logistics Coordinator, reporting to the Director of Advertising and Meetings, is responsible for coordination of in-house and off-site meetings, including the League?s national conference. S/he is also responsible for special projects, contracting and billing for advertising in print and on-line publications, and providing general support throughout the year. This position also serves as liaison to the League?s Volunteer Council and assists in coordinating activities and logistics around their meetings and events.
Primary Responsibilities:
? Provide logistical support for all League convenings, on- and off-site, ensuring smooth and efficient operations: coordinate presentation materials; identify and accommodate presenters? specific; arrange shipments to venues; work with audio/visual vendors; draft and confirm food and beverage orders. Negotiate vendor contracts.
? Manage and coordinate use of on-site meeting spaces, serving as primary contact for members or outside organizations. Provide back-up and catering support, as required.
? List maintenance and support of conference exhibitor/sponsor activities.
? Work with business partners/sponsors, servicing benefits.
? Coordinate all planning meetings for conference and other convenings with staff: draft agendas; circulate minutes
? Create, circulate, and manage current and accurate meeting production plans. Manage and support activities, as needed.
? Speaker management: prepare agreements; gather biographical and other support materials; track travel arrangements; maintain accurate hotel lists; process re-imbursements;
? Review and edit event materials for accuracy and adherence to production plans.
? Manage the collection of data for the annual business directory, emerging artists listings, pops listings, and the festivals listings in Symphony magazine, compile and edit these listings for submission to the magazine.
? Generate contracts, invoices, and media kits. Reconcile invoices with finance staff at the end of each month.
? Maintain accurate information related to advertisers in database.
? Serve as primary liaison for volunteers, monitoring the activities on League360, and conducting outreach through various communication vehicles.
? Coordinate and manage Volunteer Council annual meetings and programming at conference, tracking expenses to budget.
? Provide administrative support to the Volunteer Council as needed
? Work collaboratively with members of all departments
? Other duties as assigned
The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required.
Qualifications:
Bachelor?s degree and experience in event/meeting planning. Candidate must be highly organized and detail-oriented, with and the ability to handle multiple tasks under time constraints. Solid interpersonal skills are required. Strong computer skills (Word, Excel, relational databases), as well as a strong work ethic and service mentality. The position requires the ability to work some evenings and weekends (during the run up to conference) and 2-3 weeks of travel annually.
Application Instructions
Responses to: salter@americanorchestras.orgPlease include salary requirements