Conference Services Associate

at  American Institutes for Research

Overview:
Work for a first-class institution that is innovative, multi-dimensional, and dynamic by joining AIR as a Conference Service Associate.
We hire talented and forward-thinking professionals to build our cross-functional teams and support our clients in solving complex problems. Our people—problem-solvers, changemakers, and creative thinkers—are experts in their craft who rise to meet today’s challenges.
The Conference Service Associate will play an integral role in delivering on some of the most meaningful projects in communities across the United States and the world. You’ll collaborate with our teams of motivated and passionate visionaries, where your input will be valued and your contributions vital to our success.
We value the experiences of every member of our institution, from entry level to executive. As part of our collaborative, learning-oriented team, you’ll be encouraged to grow in your career, develop additional skills, and progress professionally.
AIR’s Workplace Management team is seeking a creative and motivated, Conference Services Associate to join their innovative team. This position will report to the Events Specialist and will be responsible for coordinating and managing all aspects of conferences, meetings, and events hosted by AIR. This position is in-office five days per week in AIR’s Chicago, IL site.

• Meeting Event Coordination-
• Work closely with AIR’s internal customers to support the logistical planning of virtual and in-person meetings and events. These will include internal meetings, client meetings, trainings, Community & Connection events, and miscellaneous other meetings across the AIR portfolio (Domestic and International).
• Utilize AIR’s room reservation platform, HubStar.
• Conference Room and Guest Office Requests-
• Support all conference events per Workplace Management’s established processes.
• Logistical support of virtual and in-person meetings and conferences to include coordination, ordering, and set up of catering services, supply requests, and coordination with Audio Visual (AV) staff, room set-ups, and related requests to meet client needs leading up to and on the day of their event.
• Serve as the primary point of contact for conference organizers, attendees, vendors, and internal support groups to ensure seamless delivery of requested support services.
• Conduct post-event reconciliations, and evaluations and compile feedback for continuous improvement.
• Quality Assurance-
• Conduct regular inspections of event spaces to ensure they meet quality standards and are prepared for upcoming events. Identify and address any maintenance issues or facility concerns promptly to maintain a safe and welcoming environment.
• Ensure compliance with institutional policies and procedures during conference planning and execution.
• Maintain accurate records of conference expenses and budgets.
• Customer Service-
• Provide exceptional customer service to clients, guests, and internal stakeholders. Greet visitors, answer inquiries, and address concerns professionally and courteously. Anticipate client needs and proactively offer assistance to enhance their experience.
• Handle inquiries from event participants.
• Deliver results related to employee experience and customer satisfaction.
• Team Collaboration-
• Work collaboratively with other members of the Workplace Management Team and cross-functional departments to support virtual and in-person meetings, conferences, and Community & Connections events across AIR offices.
• Communicate effectively and share relevant information to ensure seamless coordination and execution of events.
• Manage special projects assigned by Workplace Management leadership.
• Remain current on industry trends and consistently suggest ways to improve and add value to the Workplace Management team.
• Duties, responsibilities, and activities may change, or new ones may be assigned at any time based on business needs.
• Periodic travel to AIR offices may be required for support of events (10%)