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 .

About AIR:

Established in 1946, with headquarters in Arlington, Virginia, AIR is a nonpartisan, not-for-profit institution that conducts behavioral and social science research and delivers technical assistance to solve some of the most urgent challenges in the U.S. and around the world. We advance evidence in the areas of education, health, the workforce, human services, and international development to create a better, more equitable world.

AIR’s commitment to diversity goes beyond legal compliance to its full integration in our strategy, operations, and work environment. At AIR, we define diversity broadly, considering everyone’s unique life and community experiences.We believe that embracing diverse perspectives, abilities/disabilities, racial/ethnic and cultural backgrounds, styles, ages, genders, gender identities and expressions, education backgrounds, and life stories drives innovation and employee engagement. Learn more about AIR's Diversity, Equity, and Inclusion Strategy and hear from our staff byclicking here (https://www.air.org/our-commitment-diversity-equity-and-inclusion) .

Responsibilities

The responsibilities include but are not limited to:

• 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%).

Qualifications

Educ ation, Knowledge, and Experience:

• High School Diploma with at least 2 years of relevant experience or a bachelor's degree in a related field.

• Proven experience in conference services, event planning, or related field.

Skills:

• Effective communicator with demonstrated ability to communicate in a virtual, cross-functional diverse team environment.

• Proficient in Microsoft Office applications (Outlook, Word, Excel, PowerPoint). Experience with meeting room/conference booking software preferred.

• Demonstrated ability to work well independently, and collaboratively as needed.

• Adept in a fast-paced environment to manage multiple concurrent deliveries by meeting established timelines.

• Strong analytical, critical thinking, and problem-solving skills with attention to detail.

• Excellent customer service skills including timely and well-thought-out problem resolution.

• Ability to lift up to 50 lbs.

• Proficient in using standard Microsoft 365, including OneDrive, SharePoint, Excel, Word, PowerPoint, and Adobe Acrobat Pro.

Disclosures:

Applicants must be currently authorized to work in the U.S. on a full-time basis. Employment-based visa sponsorship (including H-1B sponsorship) is not available for this position. Depending on project work, qualified candidates may need to meet certain residency requirements.

All qualified applicants will receive consideration for employment without discrimination on the basis of age, race, color, religion, sex, gender, gender identity/expression, sexual orientation, national origin, protected veteran status, or disability.

AIR adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo reference and background checks.

AIR’s Total Rewards Program , is designed to reward our staff competitively and motivate them to achieve our critical mission. This position offers an anticipated hourly salary of $27.02 to $29.42. Salary offers are made based on internal equity within the institution and external equity with competitive markets. Please note this is the annual salary range for candidates that are based in the United States.

AIR maintains adrug-free work environment (https://www.air.org/sites/default/files/2023-05/Workplace-Drug-Policy-2023.pdf) .

Fraudulent Job Scams Warning & Disclaimer:

AIR is aware of individuals falsely presenting themselves as AIR representatives.Fraudulent job scams seek to extract sensitive information or money from victims. To protect yourself, please be aware that AIR recruitment will only email you from an “@air.org” domain. Please take extra caution while examining the email address, for example jdoe @air.org is correct and jdoe @aircareers.org is not a legitimate AIR email address . If you are unsure of the legitimacy of a communication you have received, please reach outto recruitment@air.org .

If you see a job scam, or lose money to one, report it to the Federal Trade Commission (FTC) at ReportFraud.ftc.gov . You can also report it to your state attorney general . Find out more about how to avoid scams at ftc.gov/scams .

#LI- MP1

Submit an interest application (https://jobs-airdc.icims.com/jobs/13161/conference-services-associate/job?mode=apply&apply=yes&in_iframe=1&hashed=1374627785)

Please note, each section of the application is required in order for you to be considered for this opportunity. If you do not complete the required screening questions, or if you close your browser before completing each section of the application, your application will not be submitted for this position.

American Institutes for Research is an equal employment opportunity/affirmative action employer committed to excellence through diversity. Minorities, women, individuals with disabilities and veterans are encouraged to apply.

American Institutes for Research’s commitment to Diversity goes beyond legal compliance to its full integration in our strategy, operations and work environment. Diversity is valued and Inclusion is reflected in all efforts to recruit, develop, and engage the diverse staff needed to accomplish our mission.

ACCESSIBILITY NOTICE: If you need a reasonable accommodation for any part of the employment process due to a physical or mental disability, please send an email to Taliba Boone at tboone@air.org or call 202.403.5000.

Job Location US-IL-Chicago

Job ID 13161

Job Location United States

Category Facilities/Logistics/Purchasing