Jack Miller Center Meetings Planner
About the Jack Miller Center (JMC):
The Jack Miller Center is a 501(c)(3) public charity dedicated to promoting education in America’s founding principles and history. We support professors and educators through seminars, conferences, academic resources, fellowships and more to help them advance their careers and teach our nation’s students.
At the college level, we conduct summer institutes for young scholars and national and regional programs for professors, and sponsors courses, events, fellowships, and student activities on campuses. At the K-12 level, JMC works with partner professors and institutions to provide content-based graduate and professional development programs for K-12 teachers in a growing number of regions. JMC also offers an array of resources for educators at all levels that will help them bring American history and founding principles back into the education of young Americans.
Academic conferences are one of the primary means we use to advance our charitable mission. The Meetings Planner will be responsible for all aspects of the successful planning, logistics, on-site execution, and review of all of our meetings and events.
The Meetings Planner is responsible for approximately 12 meetings/events per year on average. Our meetings range from 1-3 day conferences to two-week intensive academic institutes (1-2 per year), and they can have as few as 10 participants and as many as 100.
Meetings are a mix of both in-person and virtual with a heavy focus on in-person (we take into account public health guidelines and limit in-person events accordingly). Our in-person meetings and events are held around the country, most of them out-of-town and requiring overnight stays.
The majority of our meetings consist of academic conferences with college professors meeting to learn and discuss themes in American political thought, but we also hold meetings and events typical for all non-profits, including board meetings, small receptions, and donor-focused events.
While at a meeting, work on evenings and some weekends is not uncommon. Out-of-town travel could consist of up to 25% of the work. Assistance with meeting management will be provided when possible.
- Pre-meeting responsibilities include:
- Developing and managing the meeting timeline.
- Creating an initial budget with estimated costs and maintaining once actual costs come in.
- Reviewing and selecting properties suitable for specific meeting needs. Submitting Requests for Proposals (RFP’s) with various hotels and venues and comparing the findings of the RFP’s from a cost and needs perspective. Compiling and presenting venue information to the team for review and final selection.
- Maintaining a clear line of communication with our current third-party vendors, supporting those existing relationships and potentially creating new ones.
- Executing all aspects of the venue contract, including deposits and payments, submitting required information such as tax exemption certificate, certificate of insurance, rooming list, traveler manifest, approved agenda, food and beverage selections, and final head counts.
- Reviewing all invoices related to meetings, granting approval of charges and submitting for payment.
- Creating and maintaining an accurate record for each meeting (invite lists, contracts, payments, invoices).
- Creating materials needed for the meeting and shipping items to the meeting location.
- Communication with meeting participants up to and including invitations, tracking acceptances and declines, compiling registration information, overseeing ground and air travel arrangements made via our travel management company, submitting guest room reservations and special request, managing individual food and beverage requirements.
- On-site meeting responsibilities include:
- Receiving all meeting packages and disseminate contents to venue, staff, and participants.
- Distributing materials to all attendees (welcome folders, schedule, directories, programs, name badges etc.).
- Monitoring attendee arrivals and departures.
- Ensuring timely adherence to the meeting agenda.
- Oversight of all F&B functions.
- Maintaining the meeting budget and track all new expenses.
- Primary on-site contact for the venue and attendees.
- Performing a daily run through of the day’s agenda, room set-up, A.V. arrangements, signage and materials.
- Shipping any materials needing to return to the office.
- Post-meeting responsibilities include:
- Reviewing all charges and submitting them for final payment.
- Processing all reimbursement requests for attendees, arrange for issuing of repayment.
- Approving final charges from venue to be billed to CC or submit requests to process the payments via company check or ACH.
- Setting up a post event call with the venue to discuss what the pros and cons were of using that establishment and noting if we should consider returning in the future.
- 3 years of industry work experience
- Strong written and verbal communication skills
- Ability to travel out-of-town, particularly during the summer
- Self-motivated; capable of working independently and as part of a small team
- Exceptional attention to detail, organizational skills, and strong time-management with ability to prioritize work
- Collaborative team-player with the ability to successfully engage with colleagues across the organization
- Ability to create and maintain successful working relationships with professors, board members, donors, vendors and other individuals involved in our efforts
- Flexibility and adaptability with job requirements and workflow
- Working proficiency in Microsoft Suite
- Familiarity with Zoom (both meetings and webinar applications)
- JMC requires this position to be vaccinated for COVID-19
- Our office is based in Bala Cynwyd, Pennsylvania, a suburb just outside Philadelphia. Remote positions will not be considered.
- CMP preferred but not required
In addition to a great team of colleagues, the Jack Miller Center offers an excellent benefits package which includes a 401(k) plan with matching contributions, generous paid time off and paid holidays, monthly smart phone reimbursement, and group medical, vision, dental and life insurance. Additional time off is provided to compensate for extended hours worked during meetings and events.
To apply, qualified candidates should send a PDF of their resume along with a cover letter and salary expectations to firstname.lastname@example.org.
While we thank all applicants in advance for their interest in this position, we are only able to contact those to whom we can offer an interview. No phone calls, please.