Meeting Services Intern

Job Description

The American Dental Hygienists' Association (ADHA) is seeking a Meeting Services Intern to support our Meetings Team. This exciting paid internship will allow you to gain hands-on experience supporting several in-person meetings including our largest convention attended by over 1,500 professionals. You will be exposed to all facets of conference operations including registration, housing, speaker management, website updates, and mobile app maintenance amongst other opportunities. Throughout the internship, you will receive mentorship from our experienced Meetings Department Team, gaining valuable career-building skills that will help prepare you for a successful career in meetings and events.

About Us:

The American Dental Hygienists' Association (ADHA) is in its 101st year as the largest national organization representing the professional interests of dental hygienists. The ADHA community is made up of more than 220,000 registered dental hygienists (RDHs) from across the country. We believe dental hygienists should be valued and integrated into the broader health care delivery system to improve the public's oral and overall health. To learn more about ADHA and the ways we serve the dental community, please visit

What We Offer:

Duration of Internship: July through September.

Part-time hourly position with an hourly rate of $22/hr.

Paid sick leave and paid leave up to 40 hours each per year.

Hybrid schedule three days per week from Monday to Wednesday.

Must be able to commute two days per week to our downtown Chicago office.

Responsibilities:

Track and follow up with over 175 conference speakers and 100 exhibiting companies, including speaker registration and exhibitor housing.

Support the management and updates of the conference website, mobile app, and on-demand education platform.

Assist with producing event specifications and internal meeting coordination including placing orders, managing changes, and overseeing onsite operations.

Prepare engagement documents and conference materials.

Create and analyze metric reports including registration data, website and app engagement.

Oversee the staff travel manifest and communicate travel guidelines.

Manage office shipments of conference materials and assist with onsite distribution.

Provide first-line support for meeting services inquiries via phone and email.

Participate in special projects and other duties to support overall conference success.

Annual Conference Support

Organize walk-in slides for the general session.

Registration management for specialty categories.

Assist with developing meeting/event specs.

Work with department staff to reconcile/code invoices.

Participate in vendor meetings.

Manage updates in Cadmium and the online planner.

Run weekly registration & housing reports, set up student housing for graduate students and send speakers housing information.

Track sponsor/exhibitor payments.

Regional Events

Assist meeting planner with RFP development.

Assist with website development and updates.

Registration processing and running registration reports each week.

Coordinating speaker travel.

Office Administrative Support

Inbox:

Respond to incoming emails from attendees and members.

Manage Meetings Calendar.

Update calendar with related groups' future conferences, focus groups, webinars, etc.

Qualifications:

Junior/Senior level student studying Meeting/Event Planning or Hospitality/Tourism Management.

1+ years of relevant experience with a customer service focus.

Meeting/Event planning courses or relevant training.

Proficient in Microsoft Office Suite and Adobe Acrobat

Cvent and Passkey are a plus.

Skills:

Self-starter who sets priorities, demonstrates follow-through, anticipates, and resolves problems.

Excellent analytical, collaborative, attention to detail, organizational and time management skills.

Ability to adapt to different situations and work on multiple projects at one time.

Strong written and verbal communications skills.

Outstanding interpersonal skills.

Ability to work well both independently and as a member of a team.

How To Apply:

If you are interested in this rewarding and valuable learning experience, please submit your resume by clicking the apply button.

ADHA is an equal opportunity employer.

Keywords: MTG, Meetings, Meetings and Events, Conventions, CONV, MTG, Events, Planner, Internship, Intern, Summer Internship, Paid, Paid Summer Internship

Part-time

Hybrid remote