Staff liaison to AALU’s Board of Directors and Executive Committee for Board of Directors and Executive Committee Meetings. Responsible for the general management (site selection, budgeting, on-site management, logistics,transportation, a/v, f&b, rooming list, scheduling, spouse activities, etc.) of AALU Board & Executive Committee meetings. Supports with execution of the AALU Annual Meeting. Assists with planning and execution of regional meetings, IMPACTs and other internal meetings and events as needed.
ROLES & RESPONSIBILITIES
Board of Directors’ & Executive Committee Meetings & Other Meetings
Primarily responsible for the RFP process, recommends sites to AVP, Meetings & Events, plans and manages contracts, logistical and a/v arrangements for Board Meetings, Executive Committee Meetings, IMPACT Political Training Meetings and all other AALU meetings, including in-house meetings. This includes, but is not limited to room assignments, hotel reservations and rooming lists, F&B, off-site events, a/v, décor, entertainment, transportation and detailed schedules.
Responsible for working with AVP, Meetings & Events, AALU Executive Office staff and the Board of Directors on matters related to board meetings, schedules and travel needs
Work in conjunction with AVP, Meetings & Events and AALU Executive Office staff on Board of Directors and Executive Committee communications, logistics, transportation and other needs for all AALU and industry meetings
Work with other AALU departments and AALU staff on IMPACT meetings, Capitol Hill fly ins, Regional Meetings and other meetings as needed
Responsible for Board Members expenses relating to Board Meetings
Plan and hold at least 3 Annual Meeting Prep Meetings for staff
Prepare the hotel resume and meeting specifications (BEOs) for the annual meeting
Manage the housing process for the annual meeting
Assist the Breakout/Workshop process for the annual meeting
Manage trouble shooting on-site during AALU events
Plan, manage and oversee on-site logistics for master classes, VIP events, security, official photographer, florist, transportation, RFID system, temporary staff, mobile app and additional vendors
Manage invoice/payment process for vendors
Oversee Annual Meeting shipment to and from AALU headquarters
Oversee that all Annual Meeting collateral content is correct and up to date, including program book, mobile app, website and signage
Oversee logistics for off-site AALU receptions and events
Oversee off-site logistics for Capitol Hill Club events
Manage spouse programs and activities
Work with AVP, Meetings and Events and other AALU staff to coordinate all Partner/Exhibitor/VIP logistics including but not limited to hotel registration, hotel upgrades/limos, delivery of amenities, meeting registration, tickets for events and VIP seating
Reconcile and code final hotel bill
Responsible for managing the expense budget for all AALU meetings. Work within approved budget when planning logistical arrangements and responsible for reviewing invoices for accuracy and properly coding them
Responsible for the coordination of all meeting signage
Arrange all staff, Board of Director & VIP hotel accommodations at AALU meetings
Perform on-site room and food checks
Track all F&B and housing history for all meetings
Responsible for the production of master rooming lists for all of the associations meetings
Produce and manage changes in on-site staff schedules
Works in partnership with the other departments of the association
Additional responsibilities as required
College degree, or equivalent skills and experience; CMP preferred, but not required
SKILLS AND EXPERIENCE
3-5 years of association and meeting planning experience
Excellent organizational and planning skills
Excellent verbal and written communication skills
Excellent interpersonal and presentation skills
Excellent computer skills, including word processing, spreadsheets and desktop publishing
Membership database experience preferred, but not required
Ability to work well independently and as part of a team
Ability to attend/travel to all AALU Meetings and industry events
Ability to pass a criminal background check.
For 60 years, AALU has been the trusted, influential voice for the life insurance community in Washington, DC.With a singular focus on the issues impacting life insurance products, professionals, and clients, AALU has a heritage of leadership and success. We provide our members with essential tools and services required to help grow their businesses, serve their clients, and protect the life insurance profession.
AALU members have the opportunity to build strong, personal relationships with key Congressional leaders, network with the most successful professionals in the life insurance markets, and learn from peers and recognized experts.
AALU members tell us they find their personal engagement in the AALU to be an important part of growing their business. Here's how they describe the value they receive from the AALU.
Purpose: To be an invaluable and sustaining partner in the growth of the life insurance community
Mission: To strengthen, grow, promote, and advocate for the life insurance community
Vision: To help those who provide life insurance and the people they serve forge more secure financial futures