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 Coordinator
- Exhibitor Coordinator
- Registration Specialist
The 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 guests
- Coordinate all the technical / logistical requirements
- Serve as pre-event and on-site liaison for all VIPs
- Ensure All arrangements for VIP’s are successful – follow-up with ‘EVERY’ aspect of their experience.
- Travel arrangements
- Hotel arrangements
- Welcome Amenities
- Food and Beverage preferences
- Audio Visual needs
- Special requests
- Coordination of information
- Coordinate all CEU/CME requirements * Assist with additional Meeting Management/Company Sales activities
- Assist with Social Media during Event
Responsibilities of Exhibitor Coordinator Role;
- Follow-up phone calls for exhibitor information
- Assist in creation of exhibitor prospectus and exhibitor evaluations
- Assist in creation of exhibitor mailing lists from registration program
- Keep master tracking of all exhibitors/sponsors for event
- Create resumes per exhibitor/sponsor
- Collect all branding/app information from exhibitors/sponsors
- Food and Beverage preferences
- Audio Visual needs
- Special requests
- Assist with Social Media during Event
Responsibilities of Registration Specialist Role;
- Respond to both telephone and email information inquiries from both clients and attendees
- Provide telephone assistance with registration and payment processing
- Compile, verify, record and process forms and documents
- Key in, edit, proofread and finalize documents
- Become intimately familiar with internal registration software program to design and maintain customized client registration sites.
- Maintain and prepare reports
- Support staff in assigned project-based work
- Some travel may be required
- Assist with Social Media during Event
Ideal 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 clients
- On-site Conference Hours: 15% of fee charged to client for days worked on-site
- Specific Job/Industry Related Certifications
Office Hours:
Monday-Friday: 8am-5pm
Brief Benefit Breakdown:
- Health + Dental Insurance Provided
- 401(K) + Matching
- 30 Work From Home days per year
- 2 weeks’ vacation per year (after 6 months in the first year of employment)
- 16 hours of personal time
- 40 hours of sick time
- PTO Prorated for first year based on time of hire
- Annual Review
PTO increases annually.
The following holidays off:
- Christmas-New Years Company Wide Week Off
- MLK Day - 1 day
- Presidents Day - 1 day
- Easter/Good Friday/ Passover – 1 day
- Juneteenth- 1 day
- Memorial Day – 1 day
- Independence Day (7/4) 1 day
- Labor Day – 1 day
- Columbus day- 1 day
- Veterans day- 1 day
- Thanksgiving – 2 days
- Floating holidays – 1 day
- Birthday – 1 day
Job Type: Full-time
Work Location: In person
Job Type: Full-time
Pay: From $45,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Paid time off
- Parental leave
Work Location: In person
