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Two New Job Postings - Come take a look!

By: Rina Greco, MPI Upstate New York Website Content Specialist | Mar 13, 2019

Program Associate

Local meeting planning company is looking for a program associate to assist with the planning process. Each project will differ and the role may be one of the following:

  • Speaker Coordinator
  • Exhibit Coordinator
  • Registration Specialist
The Program Association position is a year round full time, at-will (exempt status) position. The scheduled work week hours are 8:00 a.m. – 5:00 p.m. Monday – Friday with one of those days 9:00 a.m. – 6:00 p.m. or until the required work is completed. There may be times throughout the year that requires the entire staff to deviate from the normal scheduled work week hours and may require additional hours to assist in completing client/staff project.

Responsibilities of Speaker Coordinator Role:

  • Establish a professional relationship with speakers, and VIP guests
  • Coordinate all the technical / logistical requirements
  • Serve as pre-event and on-site liaison for all VIPs
  • Ensure All arrangements for VIP’s are successful – follow-up with ‘EVERY’ aspect of their experience.
    • Travel arrangements
    • Hotel arrangements
    • Welcome Amenities
    • Food and Beverage preferences
    • Audio Visual needs
    • Special requests
    • Coordination of information
    • Coordinate all CEU/CME requirements
  • Assist with additional Meeting Management/Company Sales activities
Responsibilities of  Exhibit Coordinator Role:
  • Follow-up phone calls for exhibitor information
  • Assist in creation of exhibitor prospectus and exhibitor evaluations
  • Assist in creation of exhibitor mailing lists from registration program

Responsibilities of Registration Specialist Role:

  • Respond to both telephone and email information inquiries from both clients and attendees
  • Provide telephone assistance with registration and payment processing
  • Compile, verify, record and process forms and documents
  • Key in, edit, proofread and finalize documents
  • Become intimately familiar with internal registration software program to design and maintain customized client registration sites.
  • Maintain and prepare reports
  • Support staff in assigned project-based work
  • Some travel may be required

Ideal Candidate:

Someone with a background of high degree of service and attention to detail. Is self motivated, driven, follows projects thru to completion, problem solving, organization, cost management, self starter, deadline driven, team player, the highest degree of ethics, integrity and professionalism. Must be proficient in Microsoft products (word, excel, PowerPoint) and willing to learn and become proficient at SSW’s own Registration System, and Project Management Software (Function Fox). Must have a good command of the English language, both in written and oral disciplines, (Multi-lingual a plus). Must be able to work in a team-oriented environment with excellent time management skills and is highly organized. Travel required based on client and company needs. Adobe Creative Suite knowledge is a plus.

Additional compensation is given for the following:
• Commission Sales: 10% of first year’s income to SSW for new client and bonus for upgrading current clients
• On-site Conference Hours: 15% of fee charged to client for days worked on-site
• Specific Job/Industry Related Certifications

Brief Benefit Breakdown:
• Health + Dental Insurance Provided
• 2 weeks’ vacation per year (after 6 months in the first year of employment)
• 16 hours of personal time
• 40 hours of sick time
• Annual Review

PTO increases annually.

Starting Salary $30,000+.  For consideration please send resume to:

Site Solutions Worldwide
Clifton Park, NY 12065
SSW_admin@sswmeetings.com & Nathalie@sswmeetings.com

No phone calls will be accepted.

About us:
Site Solutions Worldwide is a dedicated team of creative professionals specializing in all aspects of meeting services including site selection, meeting management, contract negotiations, online registration, speaker coordination, exhibitor coordination and on-site meeting management. We are a small business located in Clifton Park, NY.

Full Time Meeting Planner

Small woman owned global meeting planning company seeks an experienced Full Time Meeting Planner. A minimum of 3 years’ experience in full conference planning is required to join our professional team to plan and execute successful meetings and events across the globe.

The Meeting Planner is a highly visible role which demands extensive customer service skills, a high level of professionalism and willingness to handle all planning and logistical details of meetings and events. The ideal candidate must thrive in a challenging and fast paced atmosphere where organization and multi-tasking are the norm. The Meeting Planner is responsible for being multiple client’s main contact, as well as manage a team of individuals to oversee all responsibilities and ensure all tasks are performed.

Exceptional attention to detail and first-class organizational skills are mandatory. This dynamic position will report to the CEO and work in a team environment to produce conferences, meetings and additional projects as required.

Roles and Responsibilities:

  • Event planning, design and production
  • Meet and build relationships with clients to understand the purpose of the meeting or event
  • Work with/manage internal teams with effective communication on all facets of meeting planning
  • Oversee and facilitate all aspects of meeting planning including but not limited to site selection, contract negotiation, budget/ROI management, f&b management, agenda creation, vendor management, speaker/VIP coordination, exhibitor/sponsor fundraising and coordination, event registration, housing, marketing, onsite staffing, post-event reporting, etc.
  • Work on multiple national and global meetings, large-scale conferences and events for a variety of clients simultaneously
  • Negotiate hotel/venue and vendor contracts
  • Create and manage budgets and monitor income and expenses
  • Troubleshoot and work directly with attendees and clients as needed
  • Work with internal teams to create/design branded event materials
  • Onsite event management; this position requires travel (both domestic and international)
  • Other duties as assigned. All positions at SSW are expected to participate in cross training of all team positions.


  • 3+ years of professional meeting planning experience
  • Has current knowledge of industry trends
  • Innovative and resourceful; actively seeks opportunities to improve meetings and events
  • Experienced at negotiating and building partnerships
  • Exceptional customer service skills
  • Strong time management skills and ability to manage concurrent tasks efficiently
  • Superior attention to detail; first class organizational skills
  • High energy, positive, professional attitude with the highest degree of ethics and integrity
  • Strong computer skills
  • Excellent written and verbal communication skills
  • Great team member: ability to work in a team environment
  • Tele-communication is not available for this position. Must be local to Clifton Park, NY.
  • Travel is required for this position
  • Certified Meeting Planner (CMP) preferred but not required

About us:
Site Solutions Worldwide is a dedicated team of creative professionals specializing in all aspects of meeting services including site selection, meeting management, contract negotiations, online registration, speaker coordination, exhibitor coordination and on-site meeting management. SSW is committed to providing excellent customer service and creating quality experiences for our clients.

If you are creative, energetic and passionate about meeting planning, please send your contact information, resume, and salary expectations to: SSW_admin@sswmeetings.com & Natalie@sswmeetings.com




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