Open Position

Conference and Events Planner

The American Association of Colleges and Universities (AAC&U) is a global membership organization dedicated to advancing the vitality and democratic purposes of undergraduate liberal education. Through our programs and events, publications and research, public advocacy and campus-based projects, AAC&U serves as a catalyst and facilitator for innovations that improve educational quality and equity and that support the success of all students. In addition to accredited public and private, two-year and four-year colleges and universities and state higher education systems and agencies throughout the United States, our membership includes degree-granting higher education institutions in more than twenty-five countries as well as other organizations and individuals.

AAC&U seeks a bright, self-motivated, detail-oriented, and creative individual for the position of Conference and Events Planner. AAC&U offers an annual series of working conferences and events, collaboratively designed and led by experienced practitioners and drawing from AAC&U's member campuses and projects.

The Conference and Events Planner will report to the Director, Conference and Events. The individual, working closely with the Director, will support the coordinated logistics components of AAC&U meetings and conferences along with vendor management.

Duties and Responsibilities

  • Plan and oversee the coordination of conferences and events, on-site, virtual and hybrid, in collaboration with the Director including planning, registration, logistics, onsite activities, and post-meeting management.
  • Support pre-planning conference and event execution to include conducting site visits to evaluate different venues, virtual conference platforms and/or hotel or venue negotiation, and conference logistics.
  • Assist with the call for proposals process to include the online development, proposal review from submission to decision, and speaker notifications.
  • Assist with conference scheduling and other conference or administrative planning tools.
  • Serve as liaison for coordinating services, such as accommodations and requirements (meeting room and hotel room assignments, meal functions, signage, technology and audiovisual, special needs, security, printing, etc.), and working along with the internal infrastructure of the program office staff.
  • Under the direction of the Director, monitor and remain within budget for conference and event activities.
  • Develop relationships and serve as a point of contact and liaise with hotel conference service managers and staff and/or virtual conference staff and stakeholders.
  • Support the Director with logistical planning correspondence with conference speakers and vendors to assure speaker and other conference logistical requirements are met.
  • Lead orientation for conference attendees and AAC&U staff and conduct a final inspection on the day the event begins to ensure the success of the conference and event specifications and standards.
  • Provide consistent answers to stakeholder’s phone and e-mail inquiries related to conferences and events.
  • Provide support as needed with conference registration including assisting attendees both pre-event and on-site.
  • Collaborate with the AAC&U program offices and communications department on content for conferences and events to include webpages (edit and update various Web Pages accordingly).
  • Coordinates registration, membership, and publication activities with the conference program and logistics at the venue.
  • Review all invoices/bills, process payments and expense reimbursements (speakers, etc.).
  • Stay abreast of industry trends and best practices.
  • Provide event list for vendor insurance to the Office of Administration.
  • May oversee the work performed by temporary staff and volunteers.
  • Provide ongoing support as needed.

Experience/Requirements

  • Bachelor's Degree
  • A minimum of 3-4 years of experience in meeting planning.
  • Excellent oral and written communication skills.
  • Proficient in database software (iMIS or Salesforce), Microsoft Office, and web development tools.
  • Ability to manage multiple priorities and work independently.
  • Ability to work as part of a team.
  • Ability to travel, including weekends.
  • Experience in higher education, either with an association or on campus, a plus.

Salary commensurate with experience; plus exceptional benefits. Please submit a résumé, a cover letter describing relevant work experience and salary requirements to AAC&U, Attn: HR, 1818 R Street, NW, Washington, DC 20009, or to [email protected]. The application review process will remain ongoing through February 17, 2023.

AAC&U believes that a broadly diverse staff is critical to achieving excellence as a national higher education Association. We seek to recruit, develop, and retain the most talented people from a diverse candidate pool. We are fully committed to equal employment opportunity and compliance with the full range of fair employment practices and non-discrimination laws.