Convention Coordinator - Internship - NAIFA

The National Association of Insurance and Financial Advisors (NAIFA) is looking to hire a Conference Coordinator intern from mid to late September through the end of January, 2013.  This non-exempt position will report to NAIFA’s Director – Meetings & Professional Development & Education Programs.  The Conference Coordinator manages and coordinates aspects of NAIFA’s 2013 Board/IFAPAC January Meeting, NAIFA’s 2012 & 2013 Career Conference and Annual Meetings, and smaller meetings as assigned.   

Applicants should be currently enrolled in an undergraduate or graduate degree program, preferably majoring in event management, hospitality, or tourism.  Candidates must be available for the full length of the internship.  Work hours will be generally be 15-18 hours per week, with additional work hours required during the event dates outlined below.  This is a paid internship with compensation of $12 per hour.

Duties & Responsibilities:

Board & Political Action/Involvement Committee January Meeting

January 27 – 29, 2013:

• Support logistics for IFAPAC January Meeting and smaller meetings, including registration, housing, audio-visual arrangements, meeting room set ups, food and beverage requirements, transportation, and invoices, and providing on-site support as needed. 

 Career Conference and Annual Meeting

• Manages the Etouches registration system to include reconciliation of final reports and processing cancelations from the 2012 conference and assists in creating and updating the registration system for the 2013 conference.  
• Assists in reconciliation of expenses for group rooming lists, speakers, entertainment, and vendors.
• Provides support for voting credentials program, including working with the VP of Information Technology on the voting database system and communicating with State and Local delegates regarding the program. 
• Provides support for shipment of meeting materials to and from the conference, including printing shipping labels, creating logs of materials shipped to and from the conference, and organizing necessary manpower to complete the project.  Works with NAIFA Business Center and shipping company to coordinate and store conference materials off-site.
• Serve as key contact regarding post-conference phone and email inquiries, providing troubleshooting and assistance as needed.
• Update & maintain inventory database for State Flags post conference.

Applicants should be currently enrolled in an undergraduate or graduate degree program, preferably majoring in event management, hospitality, or tourism.  Candidates must be available for the full length of the internship.  Work hours will be generally be 15-18 hours per week, with additional work hours required during the event dates outlined below.  This is a paid internship with compensation of $12 per hour.

Education and Experience:

 Current enrollment in an undergraduate or graduate program, majoring in an event management/hospitality/tourism field preferred.

Knowledge, Skills and Abilities:

• Demonstrated organizational/planning skills.
• Excellent interpersonal, oral, and written communication skills.
• Ability to manage multiple projects simultaneously to meet strict deadlines.
• Detail oriented with strong follow-up skills.
• Knowledgeable in terminology used in meeting/event planning related to room and meetings setup.
• Thorough knowledge of MS Office, including ability to mail merge and use Access.
• Must be available and willing to travel to such locations and with such frequency as the employer determines is necessary or desirable to meet its business needs.