Assistant Director of Meetings and Administrative Services

About Federation of Animal Science Societies

Since 1998, FASS has provided shared management services to not-for-profit animal science and related organizations. We offer accounting, conference planning and event management, membership management and administrative services, publication services, and information technology services.

American Dairy Science Association (ADSA) is a 501(c)(3) nonprofit organization founded in 1906, and provides shared management services to more than 10,000 professionals in not-for-profit animal science and related organizations. The FASS Division of ADSA currently provides its clients with accounting, conference planning and event management, membership and administration, publication services, and information technology services. The ADSA-FASS office is at Research Park, a leading innovation hub of unique startups and established companies, located on the University of Illinois at Urbana-Champaign campus.

Please see the FASS Tenant Directory for more information: Federation of Animal Science Societies – Research Park

About the Role

Oversee the operations and strategies of an assigned client load within the meetings and administrative services department, and provide coaching and support to Executive Assistants/Convention Planners assigned to those clients. Provide overall and programmatic support to ADSA as a member of the director team. Provide meeting planning and executive support to assigned societies.

Responsibilities

Provide daily management, oversight, coaching, mentoring, and support to Executive Assistants/Convention Planners (EA/ECs) of assigned clients.

• Provide guidance and knowledge transfer to assigned EA/ECs to support their goals, client initiatives, and meeting planning efforts
• Works with assigned EA/ECs and other departments to improve processes, suggest solutions or new processes, and eliminate inefficiencies for assigned clients and FASS-ADSA
• Meet weekly with assigned EA/ECs to stay on top of initiatives and progress
• Define annual goals for EA/ECs and the department as a whole
• Develop staff on an ongoing basis and evaluate annually based on defined goals
• Direct and manage assigned EA/ECs in developing and monitoring the client’s annual budgets
• Direct and manage assigned EA/ECs in developing, implementing, and managing the overall goals, event planning timelines, and related budgets for ADSA and client meetings/conferences
• Absorb client work in the event of a staffing gap
• Establish systems and checkpoints to regularly monitor assigned EA/ECs, including the ADSA Discover Conference Coordinator, an independent contractor, on the following:
• RFP creation and distribution, contract negotiations from initiation to completion, managing relationships with vendors, speakers, talent, consultants, and agencies, etc.
• Logistics for meetings/conferences, including site visits, on-site management, staffing plans, production of plenary sessions, breakouts, special events, and off-sites, food and beverage, AV and supportive technology, event accessibility, virtual event platform management (app), and pre- and post-event activities
• Event communications, including emails, site updates, and social media postings
• Monitor hotel block performance, proactively finding and executing solutions when needed
• Exhibitor and sponsorship sales progress, proactively suggesting solutions to ensure targets are met
• Monitor revenue and expenses throughout the planning process and proactively suggest solutions to ensure profitable meetings
• Kickoff and planning meetings, developing work plans, and driving all pre-production needs (e.g., timelines, tracking, agendas, memos, documenting progress), and ensuring stakeholders are engaged and aligned
• Oversee final payment of all invoices related to the event. Ensure the final closeout of all events and meetings/conferences within a reasonable timeframe.
• Oversee post-event evaluation creation and disbursement to ensure attendee and stakeholder feedback is gathered and taken into account, when possible, when planning the next event
• Conduct post-event meetings with assigned EA/ECs and department director after each event to foster continuous improvement
• Engage with assigned client leadership to ensure regular communication on opportunities to address customer needs or troubleshooting during, but not limited to: annual meetings, Board meetings, committee meetings, and communicate back any needs or issues to relevant parties
• Collaborate with ADSA Discover Coordinator, ADSA Discover Director and ADSA Annual Meeting Science Director as directed by ADSA Executive Director and Chief Operating Officer
• Promote FASS services to current and potential clients during onsite meetings, client calls, and other client-facing opportunities to ensure quality service and new business opportunities
• Use and require the use of project management software for all project management and tracking to ensure clear communication and alignment across departments. Manage daily department requirements, including review of timesheets for assigned EA/ECs
• Partner with the department director to conduct searches and interviews for new hires
• Host monthly departmental all-staff meetings with a defined topic area and agenda, encouraging participation and input from staff
• Facilitate communication between meeting staff and other departments to ensure smooth operations
• Work with ADSA management as necessary to ensure the department is financially and operationally viable
• Travel as required
• Grants management (where applicable)
• Research/identify and ensure clients are aware of funding opportunities
• Writing proposals, submitting applications, managing documents, and tracking results
• Submitting follow-up reports as required
• Develop a database of various federal agencies, state agencies, and public organizations that support our clients’ missions, visions, and strategic plans

As well as providing direct scientific program coordination and execution to ADSA for their Annual Conference.

Knowledge

• Advanced knowledge of event planning and execution practices
• Advanced knowledge of executive assistant practices
• Intermediate knowledge of office etiquette
• Intermediate knowledge of association, board, and non-profit structure

Technology

• Advanced knowledge of Office Products (Office, Word, Excel, and PowerPoint)
• Basic knowledge of database management, including Access
• Beginning knowledge of ClearVantage or other AMS software

Skills

• Critical thinking
• Coaching
• Decision making
• Strong customer service skills
• Strategic thinking
• Project Management
• Diplomacy
• People management
• Problem solving
• Excellent verbal and written communication skills

Abilities

• Able to handle sensitive information and maintain the highest levels of confidentiality
• Able to learn and process information quickly
• Able to multitask
• Well organized
• Ability to collaborate with many people
• Able to listen well and participate in board and executive-level conversations
• Able to manage time well

Requirements

• Bachelor’s Degree in business, marketing, hospitality, or related field required
• Minimum of 3 years of experience leading a team. Minimum of 5 years of experience planning and executing events

Compensation

From $65,000.00 per year

FASS-ADSA offers a competitive salary and excellent benefits, including:

• An automatic 5% contribution to each employee’s retirement plan
• A generous time off policy to promote work-life balance
• The ability to work flexible hours
• A hybrid work schedule with 3 days in the Champaign, Illinois, office and 2 days to work from home after an initial training period
• Health insurance
• Life insurance
• Vision insurance
• Paid time off
• Flexible spending account
• 403 (b)
• Dental insurance
• Employee assistance program
• Professional development opportunities

To apply, please use this link: https://go.researchpark.illinois.edu/AssistantDirectorofMeetingsandAdministrativeServices_FASS