GBTA Career Center

Meeting Specialist

Family Office Exchange
Chicago, Illinois, United States
13 days ago


Family Office Exchange (“FOX”) was the first and continues to be the industry-leading membership organization that brings together families, family office executives, and trusted advisors to build a community focused on peer exchange, continuous learning, and objective guidance.  Throughout the year, FOX provides various events that allow for learning and engaging with FOX experts, FOX members and other industry authorities.  Due to a promotion from within FOX has an outstanding opportunity on our Events team as a:


The Meeting Specialist is responsible for event support and planning related to the events of the FOX with a focus on speaker and content operations and management and small live program execution. 

The Meeting Specialist is a critical part of delivering flawlessly executed, high-touch, complex live and virtual learning event programming. The Meeting Specialist has a primary focus on speaker organization and management, operational content delivery and planning and running small virtual and in-person meetings as assigned.

The successful candidate for this position will be critical thinking, detail oriented, service focused professional with informal project management skills who enjoys collaborating with others and works well under pressure.

This opportunity will be a hybrid role with a combination of working out of the FOX headquarters, conveniently located downtown Chicago at 100 S. Wacker as well as virtually.


  • Manages entire speaker management process from confirmation through post-program tasks such as call scheduling, registration, presentation collection & formatting, collecting/editing bios, populating websites with agendas, building program evaluations, collaborating with speakers on-site, managing evaluation scores and thank you process.
  • Closely collaborating with the content team in support of the program and speakers, managing multiple programs simultaneously.
  • Building program notebooks and other printed collateral.
  • Working with virtual event portal content and document population.
  • Planning and running small programs as assigned.
  • Coordinating departmental administrative projects as assigned.
  • Working with various event technology tools (Zoom, Mentimeter, etc.).
  • Manage additional team functions as assigned:
    • Sponsor Management
    • Housing list management
    • Registration support
  • Continually build process and deliverable improvements.
  • Other duties as assigned.


  • Bachelor’s degree or equivalent
  • At least two years of prior experience in any of the following: administrative with some event experience; convention or event speaker support; membership services support. Experience in a fundraising/development and/or a creative arts environment a plus.
  • CMP and/or DES is a plus.
  • Intermediate knowledge of PowerPoint, Excel, and MS Word. Zoom know how preferred. A knowledge of CVENT, Drupal, and or Dynamics 365 a plus.
  • Strong writing /proofreading skills.
  • Able to run zoom sessions in a live event environment.
  • Tech savvy, able to intuitively navigate varying technologies.
  • High level of critical thinking and creative problem-solving skills.
  • Must be proactive, able to take initiative on tasks under limited supervision.
  • Able to deal with unexpected issues in a professional manner and complete tasks.
  • Detail oriented with exceptional follow through and organizational skills.
  • Excellent interpersonal and communication skills.
  • Strong relationship and team skills.
  • Strong reading comprehension and writing skills.
  • Comfortable with change and ambiguity.
  • Able to work both independently and as a team player.
  • Diplomatic with high level of poise, tact, and discretion. Able to interact with C-Level executives.
  • Grace under pressure and can-do attitude.
  • Able to lift 25 pounds.
  • Travel less than 20%.
  • Able to work weekends/evenings as event schedules/workloads demand.

Job Information

  • Job ID: 60898623
  • Location:
    Chicago, Illinois, United States
  • Position Title: Meeting Specialist
  • Company Name: Family Office Exchange
  • Job Function: Other
  • Job Type: Permanent Positions
  • Job Duration: Indefinite
  • Min Education: BA/BS/Undergraduate
  • Min Experience: 2-3 Years
  • Required Travel: 10-25%
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