What are the responsibilities and job description for the Conference & Travel Coordinator III position at American Fidelity?
Manage all aspects of event planning by leading or supporting the department VP and internal customers in the planning and implementation of meetings, conferences, and conventions. This includes developing, implementing, and maintaining online registration and mobile apps based on customer needs. Onsite program management involves designing, planning, managing, and executing all aspects of an event for multiple Cameron Companies. Those companies include, but are not limited to, American Fidelity Corporation, American Fidelity Assurance, American Public Life, First Financial Group, INSURICA, First Fidelity Bank, Cameron Ventures, and American Fidelity International Bermuda.
Nurture and build relationships with internal customers, vendors, venues, and other industry contacts while implementing the creative and logistical aspects of the event. This includes working with the highest-level executives of organizations and ensuring their expectations are being exceeded.
Lead or provide support to the department VP on the creation of program agendas, timelines, budgets, taxation documents, destination research, and on-site program management and vendor sourcing according to customer requirements This includes ensuring programs are in compliance with legal, insurance, health, and safety regulations at all times. This also includes developing and maintaining applicable program records, financial details, and relevant correspondence.
Skills Of Ideal Candidate
7 Years of working knowledge related to hospitality or travel industry and/or project management and budget preparation.
Bachelor's degree or associates degree 5 years of direct experience.
Work in hospitality management or travel related industry as a planner, project manager, conference coordinator, hotel event planning or in destination management industry.
Ability to work and communicate with upper management, peers, vendors and board members on occasion.
Computer literate; good knowledge of computer software.
4 years Project Management experience preferred
Work in team environment.
Proficiency with PC Windows-based software, including excel, WordPerfect, and Microsoft Office applications, Cvent registration system, Crowd Compass Mobile app system and Adobe
Strong oral and written communication skills.
Strong analysis and interpretation skills.
Ability to develop and maintain budget reports.
Excellent organizational and project management skills.
Remain up to date on meeting and travel industry trends.
Attend at least one industry conference each year.
Professional appearance.
Ability to work and communicate with the upper management, company executives and Board of Directors
Proficient in Industry Meeting Management Software Programs such as CVENT, Crowd Compass.
Flexible to meet and support customers daily business needs.
Ability to think long term (some projects conclude 3 to 5 years from inception).
Ability to manage multiple task and work on several projects simultaneously and meet deadlines.
Knowledge of internal accounting and budget procedures.
Excellent time management skills.
Ability to travel extensively up to 30% of the calendar year including evenings and weekends; work hours that can exceed 12-15 hours a day.
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