Careers

JOB TITLE: Meeting Planner and Event Manager

LOCATION: (On-site) Asphalt Institute Headquarters, Lexington, KY

SUMMARY

Under general supervision of the Director of Marketing and Membership (M&M), coordinates the execution of three Asphalt Institute (AI) membership meetings annually.  Responsible for creating a positive member and guest experience in various locations throughout North America. Attendance ranges from 250 to 500 members and guests.  Duties encompass the overall management and logistical planning to include securing meeting facilities, contract negotiation, vendor communication, catering, shipping, budgeting and problem solving. Responsible for facility and catering support to AI’s Asphalt Academy educational courses and seminars, industry specific meetings, in-house special events and special guest visits to AI headquarters. Primary AI liaison to all vendors for meeting and event function requirements.

ESSENTIAL JOB FUNCTIONS

• Coordinates logistics and meeting details for AI member meetings and Asphalt Academy educational courses and seminars. This includes advanced site visits, contract negotiations, event planning, on-site management; event budgeting, forecasting, direct-billing and monitoring; securing banquet and AV needs; coordinating local transportation; and planning guest programs. Assists Asphalt Institute Foundation (AIF) Program and Development Director with site selection of annual golf tournament. Coordinates optional events, tradeshows and other special off-site events in conjunction with AI meetings.

• For each AI meeting, integrates and assists with the preparation, distribution and shipping of meeting materials, website and E-news updates, registration setup, meeting packets and handout materials, event supplies, gifts, awards and giveaways. Responsible for monitoring and managing advance and on-site registration for AI meetings, including confidentiality and conflict resolution with member needs at meetings. Responsible for pre- and post-event communications, surveys, bill payment and pre-conference and debrief meetings.

• Benchmarking deliverables (internal and external), establishing best practices, knowledge of legal and safety regulations, crisis management, statistical data and KPI tracking for future reference with trends and decision making.

• Performs tasks associated with educational seminars including; set up of course registrations through internal association management software (AMS); works closely with accounting for all monetary items associated with cancellations/substitutions. Manages the ordering of refreshments, snacks and catering for all internal and seminar events. Responsible for coordination (along with AI staff and M&M team) for clean-up and breakdown of meals and breaks.

• Serves as the primary staff liaison to the AI Meetings Task Force, which selects future meeting locations for AI membership meetings. Responsible for timely selection of meeting properties, evaluation of appropriate fit for meeting facilities, negotiation of meeting contracts, and monitoring of executed contracts to include payment of advance deposits. Presents to AI membership committee on behalf of the Meetings Task Force.

• Provides logistical support and coordination for various Asphalt Institute member committee meetings and other industry meetings, including but not limited to contracting meeting space.

• Provides AI Regional Engineers with contract reviews and additional support as needed for off-site events.

• Works closely with all members of the Marketing and Membership team for harmonious flow of information and effective problem solving. Assists M &M team with promotional and marketing initiatives of training courses and AI events.

• Provides event support to the AI Foundation as needed, working with  AIF’s Program and Development Director.

• Due to business necessity, multitasking, attendance and punctuality are essential functions of this position.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of the Meeting Planner and Event Manager role. Incumbents may be requested to perform job-related tasks other than those specifically presented in this description.                                        

SPECIFICATIONS

KNOWLEDGE AND ABILITIES

A Bachelor’s degree in Communications, Public Relations, Hospitality Management, Tourism, or related field. Thorough knowledge of travel industry and meeting planning. Excellent organizational and communication skills required. Superb relationship skills with the ability to project a positive organizational image to diverse groups of association members, vendors,  customers, and students.

Interpersonal communication, building and maintaining relationships along with excellent communication skills and general office skills are required. Proficient user of Microsoft Outlook, Word, Excel, and PowerPoint. Must be a punctual, self-starting individual who is a team player. Focused, proficient proofreader with an eye for detail and accuracy, sound reading comprehension and editing capabilities.

Participate in industry events and education to keep up with trends and best practices.

Must maintain a valid U.S. driver’s license. 

            EXPERIENCE

            5-6 years of event management or related hospitality industry experience required. CMP designation is preferred. Marketing and public relations experience preferred.

PHYSICAL DEMANDS

Typical office environment. Occasional commercial airline travel (15% of time) will be required within the United States and Canada.

Manual hand and finger dexterity sufficient to operate computer keyboards, typewriters and other common office equipment.  Ability to hear and speak clearly.  Ability to see and differentiate colors. Some lifting required for shipping event materials.

Interested candidates send resume and cover letter to Crystal O’Brien, PHR, Human Resource Manager at cobrien@asphaltinstitute.org.

Deadline to apply is Friday, February 14, 2025