Program Associate - Event Planning

Site Solutions Worldwide is a dedicated team of creative professionals specializing in all aspects of meeting services including site selection, meeting management, contract negotiations, online registration, speaker coordination, exhibitor coordination and on-site meeting management. We are a small business located in Clifton Park, NY.

Summary of the general nature and level of the job: Entry Level to Intermediate

Description of the broad function and scope of the position: Program Associates are an integral role of the planning process. Each project will differ and the role may be one of the following:

Speaker CoordinatorExhibitor CoordinatorRegistration SpecialistThe Program Association position is a year round full time, at-will (exempt status) position. The scheduled work week hours are 8:00am – 5:00pm Monday – Friday. There may be times throughout the year that requires the entire staff to deviate from the normal scheduled work week hours and may require additional hours to assist in completing client/staff project

Responsibilities of Speaker Coordinator Role;

Establish a professional relationship with speakers, and VIP guestsCoordinate all the technical / logistical requirementsServe as pre-event and on-site liaison for all VIPsEnsure All arrangements for VIP’s are successful – follow-up with ‘EVERY’ aspect of their experience.Travel arrangementsHotel arrangementsWelcome AmenitiesFood and Beverage preferencesAudio Visual needsSpecial requestsCoordination of informationCoordinate all CEU/CME requirements * Assist with additional Meeting Management/Company Sales activitiesAssist with Social Media during EventResponsibilities of Exhibitor Coordinator Role;

Follow-up phone calls for exhibitor informationAssist in creation of exhibitor prospectus and exhibitor evaluationsAssist in creation of exhibitor mailing lists from registration programKeep master tracking of all exhibitors/sponsors for eventCreate resumes per exhibitor/sponsorCollect all branding/app information from exhibitors/sponsorsFood and Beverage preferencesAudio Visual needsSpecial requestsAssist with Social Media during EventResponsibilities of Registration Specialist Role;

Respond to both telephone and email information inquiries from both clients and attendeesProvide telephone assistance with registration and payment processingCompile, verify, record and process forms and documentsKey in, edit, proofread and finalize documentsBecome intimately familiar with internal registration software program to design and maintain customized client registration sites.Maintain and prepare reportsSupport staff in assigned project-based workSome travel may be requiredAssist with Social Media during EventIdeal Candidate: Someone with a background of high degree of service and attention to detail. Is self motivated, driven, follows projects thru to completion, problem solving, organization, cost management, self starter, deadline driven, team player, the highest degree of ethics, integrity and professionalism. Must be proficient in Microsoft products (word, excel, PowerPoint) and willing to learn and become proficient at SSW’s own Registration System, and Project Management Software (Function Fox). Must have a good command of the English language, both in written and oral disciplines, (Multi-lingual a plus). Must be able to work in a team-oriented environment with excellent time management skills and is highly organized. Travel required based on client and company needs. Adobe Creative Suite knowledge and sales background is a plus.

Additional compensation is given for the following:

Commission Sales: 10% of first year’s income to SSW for new client and bonus for upgrading current clientsOn-site Conference Hours: 15% of fee charged to client for days worked on-siteSpecific Job/Industry Related CertificationsOffice Hours:

Monday-Friday: 8am-5pm

Brief Benefit Breakdown:

Health + Dental Insurance Provided401(K) + Matching30 Work From Home days per year2 weeks’ vacation per year (after 6 months in the first year of employment)16 hours of personal time40 hours of sick timePTO Prorated for first year based on time of hireAnnual ReviewPTO increases annually.

The following holidays off:

Christmas-New Years Company Wide Week OffMLK Day - 1 dayPresidents Day - 1 dayEaster/Good Friday/ Passover – 1 dayJuneteenth- 1 dayMemorial Day – 1 dayIndependence Day (7/4) 1 dayLabor Day – 1 dayColumbus day- 1 dayVeterans day- 1 dayThanksgiving – 2 daysFloating holidays – 1 dayBirthday – 1 dayJob Type: Full-time

Work Location: In person

Job Type: Full-time

Pay: From $45,000.00 per year

Benefits:

401(k) matchingDental insuranceHealth insuranceHealth savings accountPaid time offParental leaveWork Location: In person