Event and Meeting Services Coordinator

Company Name:
FBL Financial Group
Event and Meeting Services Coordinator
Company: Farm Bureau Management Corporation Position Type: Regular Full-Time
Location: West Des Moines, IA Department: FBMC Management
Date Posted: 04/30/2014 Category: GENERAL,SERVICE
Basic Function: Coordinate meetings and event functions conducted by the Farm Bureau Management Corporation. Responsibilities include hotel reservations and meeting set up for both on and off-site meetings for the Federation staff and its members. Position requires coordination of convention and incentive events with external affiliated companies including the timely reconciliation of vendor billings.Plan, coordinate and implement the IFBF Annual Meeting, the Iowa delegation attending the AFBF Annual Convention and the County Presidents Incentive trip program. Negotiate rates and reserve hotel accommodations and meeting rooms for Federation meetings. Coordinate direct billing requests. Ensure costs are maintained within budgetary guidelines. Serve as the on-site meeting contact person for IFBF Annual Meeting, AFBF Annual Convention, Policy Information Conference, Young Farmer Conference, Summer Policy Conference, President s Conference and in-state Ag Leader Institute meetings. Assist Field Service with planning of the annual Ag Leaders Institute trip to Washington D.C. Plan and coordinate the IFBF, FBLIC and PC Board Retreats. Negotiate rates and reserve hotel accommodations and meeting rooms for insurance board meetings. Coordinate direct billing requests. Ensure costs are maintained within budgetary guidelines. Balance and reconcile insurance board meeting and retreat recoveries. Balance and reconcile all travel credit card and meeting event billings to include expensing to appropriate department and forward to Fed Accounting for prompt payment. Compile and prepare reports regarding travel and meeting functions as requested by the Senior Executive Assistant. Develop and submit the annual budget for the event and other meeting activities of the Federation. Negotiate annual hotel rates for all hotels used on a regular basis by the IFBF and FBMC to achieve cost containment. Work with the Fed Sr. Executive Assistant to plan IFBF Board and FBFS events as requested. Assist Sr. Executive Assistant with various duties that arise (i.e. internal and external auditor requests, registration site development for insurance Board meetings, corporate flight and shuttle needs, and conference center room scheduling, and special projects). Coordinate the meeting plans for the annual Federation Staff Leadership Conference and other Federation staff events. Assist as needed with regional meetings and membership trips.
Qualifications: College degree plus three years previous events or meeting planning experience required. Strong math and accounting skills required. Proficient computer skills with strong knowledge of Office 13 (Windows, Access, Excel), Internet research. Ability to handle multiple tasks and meet deadlines is required. Proficiency in negotiation and organizational skills are required. Strong customer service and public relations skills are necessary. Domestic and international travel (up to six weeks throughout calendar year) required. Excellent organizational and interpersonal skills required. Involvement in industry association / certification programs recommended. Strong knowledge of the English language necessary. Ability to speak foreign language desired. Excellent oral and written communication skills required.
Credit Report: None required.

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