The Programs Specialist is responsible for the planning, development, management and execution of their assigned portfolio of programs. Meetings and events may include breakfasts, luncheons, dinners, evening receptions, forums, social outings and other events as needed. This position works closely with the Chief Content Officer and Director of Finance, as well as other programs staff members, to ensure the successful execution of The Club’s 30-40 programs, meetings and events throughout the year. The Programs Specialist works collaboratively with the entire Executives’ Club team to support program development and execution. The Club’s goals for these meetings and events is a positive outcome in attendance, cost management and overall attendee experience.
Manage all meetings and events logistics; site selection and management, contract negotiations, audio-visual (AV) coordination and registration
Provide on-site supervision of all meeting and event details
Assist to develop individual budgets and post-program variance reports; confirm accuracy of banquet event orders (BEOs) and invoices against signed contracts and quotes
Manage and update program database items including program set up, registrations, payments, ticketing and seating.
Coordinate messenger for programs and events with designated internal and external contacts; manage confirmations for upcoming events and review invoices for accuracy.
Coordinate logistics and provide on-site supervision for walk up registration.
Develop/maintain relationships with table purchasers; prepare and send attendee and table confirmations and manage company guest lists
Coordinate with the sales team to ensure fulfillment of program sponsor benefits for each client’s level of commitment
Prepare reports on program effectiveness via surveys and other mechanisms for review by management
Ensure integrity and quality of program databases
Recommend new practices to improve effectiveness and efficiency in all areas of meetings and events at
Four year degree required plus three to five years’ experience planning professional meetings and events in an association preferred; CMP desired
Experience with sourcing venues and vendors, including contract negotiations
Superior written and verbal communication skills
Strong knowledge of and familiarity with Chicago local businesses and leaders, world affairs, global business trends and global leaders
Ability to interface with all levels of clients including C-suite corporate executives and world leaders
Proven organizer with outstanding attention to detail
Self-starter who is able to handle multiple projects in varying stages of development and meet deadlines
Ability to work well in a team-oriented and fast-paced environment
Proficient in Microsoft Word, Excel, PowerPoint, and Internet search tools; knowledge of Abila NetForum, iMIS, LexisNexis or other database software preferred
Candidate must be available for program set up as early as 5:00 a.m. and evening receptions, which last until 8:00 p.m.
Required to carry and/or lift up to 30lbs. and be able to stand for at least an hour at programs
The Executives’ Club is Chicago’s premier membership and business forum. The Club is a valued resource for Chicago’s business leaders - connecting members, providing opportunities for strategic relationship development, and enhanced exposure to the global business community. Club membership is comprised of senior level executives, including significant representation among CEOs of multinational co...rporations headquartered in the region, as well as professionals from Chicagoland’s business, civic, and academic communities.