Communications & Outreach Director
Do you like to travel? Do you like to work from home? This is the perfect career for you.
Milwaukee, WI 
Posted 23 days ago
Job Description
The Communications & Outreach Director will work directly under the Executive Director.  The main focus will be to assist the Executive Director in daily operations, membership communication, and meeting coordination.  The Communications & Outreach Director position will primarily work from home.  There will be some training and meetings generally held at the Headquarters located in the Milwaukee County War Memorial Museum.  This position will include travel in the U.S. & Internationally.  The IAO will cover expenses. 

The Communication & Outreach Director duties will include but not be limited to the following. 
  • Administrative
    • Answer calls
      • Assist members via phone
      • Forward call to proper staff
      • Take message if a solution to issue needs to be found
    • Send New Member/Renewing Member Registration/Renewal Packet
    • Clerical work
  • Communication
    • Write Straight Talk
    • Manage Social Media Campaigns
    • Review and update website
  • Member Recruiting
    • Go on member recruiting trips
    • Assist with renewal/registration campaigns
      • Mailings
      • Email Blast
      • Mass Text
      • Mass Fax
  • Meeting Planning
    • Project Management and Consulting
      • Participate in planning sessions with committee (conference calls and meetings)
      • Work with IAO staff to keep a detailed timeline of responsibilities and deadlines
      • Seek out opportunities to reduce costs on various parts of the meeting.
      • Develop the event design
      • Be the “eye and ears” in the meeting planning industry by staying up to date on trends, technology, and learning practice (along with Executive Director).
      • Be in contact with various companies associated with meetings that can help reduce costs (along with Executive Director.
    • Logistics
      • Manage relationship with event venue
      • Serve as liaison between IAO and event venue on all set up details
      • Create program resume to communicate specific IAO needs to all departments within the meeting venue (set ups, IT, AV, F&B, etc)
      • Diagram event space
      • Manage relationship with host venue
      • Establish and maintain hotel room reservation block
      • Manage rooming list (comps, upgrades, who shouldn’t be next to certain people, etc.)
      • Manage food and beverage
      • Serve as liaison between banquet event staff chef
      • Select food and beverage, reviewing facility banquet event orders, revising as needed and providing final counts.
      • Addressing special dietary needs, diabetic, celiac, allergies, etc.
      • Review final bill and address any changes (with Executive Director)
    • Exhibits
      • Oversee all elements of onsite exhibit hall set up, day to day and tear down.
      • Liaison between exhibitors and venue for electrical and other needs
    • Speakers
      • Collect speakers’ return signed paperwork, photo and brochure text
      • Make speakers’ housing reservations
      • Track speakers’ airline travel reservations, asking them to make reservations early for cost savings
      • Reserve transportation to and from the meeting venue for speakers
      • Set up with AV in lecture room to individual speakers’ needs
    • Entertainment
      • Bid out proposals for various entertainment options
      • Review bids
      • Arrange with venue set up times and needs for entertainment
    • Brochure            
      • Take text from speakers and produce proper ADA/CERP formatted text for brochure
      • Work with graphic designer to choose photos that highlight the meeting location and property
      • Edit brochure
      • Send brochure to printer
      • Ok proofs from printer
    • Spouse/guest tours
      • Bid out proposals for various types of tours
      • Review bids
      • Choose location specific tours to suit the client
      • Manage transportation for tours
      • Keep in constant contact with tour company(ies) for best rate on size vehicle needed for tour
      • Advise tour company of any dietary or handicap attendees
      • See tour off each morning
  • Association Liaison
    • Coordinates external meeting setup (non Annual Meeting)
    • Communication with instructors/high level members
    • Provide valuable knowledge of instructor/high level members
    • Point of contact for vendors (non Annual Meeting)
    • Summer Meeting coordination assistance
    • Staffer at Summer Meeting
  • Section Management
    • Point person for Section communication
      • Monitor section activity
      • Track section leadership and dates of elections
      • Receive Section reimbursement forms for approved section activities
  • Other Duties
    • Fulfill other tasks as requested by the Executive Director, Executive Committee, or Executive Board


Job Summary
Start Date
Employment Term and Type
Regular, Full Time
Hours per Week
Work Hours (i.e. shift)
8:30am - 5:00pm
Salary and Benefits
Benefits include: -Employee health care reimbursed -Dental Plan -Vacation Time -Holidays Off -Sick Time -401K
Required Education
Bachelor's Degree
Required Experience
2+ years
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