Manager, Event Operations and Registration – American Public Health Association, Washington DC (Hybrid) – posted 1/26/2023

Description

Responsible for development and implementation of APHA events and event registration including Annual Meeting & Expo and Policy Action Institute.  Registration Process –Manage Annual Meeting and Policy Action Institute registration process. Update registration fee calculator with actual attendance numbers from last year.  Suggest meeting registration fees.  Work with membership and registration vendor to update membership and registration online forms.  Test registration process before going live.  Analyze trends in weekly registration reports.  Manage post deadline cancellation refund requests.  Manage attendee ribbon stock.  Customer Service – manage and serve as lead for answering the APHA designated inboxes.  Respond to messages in a timely manner.  Event Signage – Assist Director with Annual Meeting signage.  Serve as lead for signage for small APHA events.  Small Event Management – Work with Assistant Director in managing local events including setting up event registration.  Manage logistics and help conceptualize small APHA events including National Public Health Week, Get Ready Day, and webinars, including venue selection and onsite management.  Travel Lead – Serve as organization lead for event and meeting travel.  Statistical Reports & Analysis – Create and provide weekly registration reports and analyze trends.  Update and analyze post-event event statistics for future improvements.  Shipping – Manage Annual Meeting freight.  Policy and Standard Operating Procedure Development – Develop and implement registration policies for all registration categories and events and create applicable SOPs.  Perform other duties as assigned. 

Requirements

Bachelor’s degree required. Candidates must have minimum of 5 years of event or registration management experience.  They should have outstanding customer service and interpersonal skills, organizational skills, proficiency in Microsoft Office products (Word, Excel, PowerPoint), proficiency event or membership databases and the ability to rapidly learn and introduce new technology.  Experience working on a virtual and onsite exhibit platform.  Relentless attention to detail.  Must be able to travel to the Annual Meeting (approximately 10 days) and Policy Action Institute (approximately 2 days) with other occasional travel possible; Must be able to work occasional weekends and evenings to attend events and other off-site functions when applicable. 

Position is based in downtown DC near several metro stations.  Hybrid work environment.

Hours: 35 hours a week, full-time, Monday – Friday (daytime).  Number of openings: 1.

Applicants who meet the requirements and are interested in being considered for this position should submit the following information (please include your last name in all filenames when uploading materials.  You should use this format: LastName.CoverLetter) at: https://careers-apha.icims.com.

  • Cover letter;
  • Resume;
  • A writing sample;
  • Salary requirement;
  • At least 2 supervisory references and 1 professional reference (name, title, company name and phone number and email).

Vaccination Policy: New Hires and Employees must adhere to APHA COVID-19 Vaccination Mandate Policy.

CLOSING DATE:            Open Until Filled

EEO/AA/VETS/DISABILITY.  APHA is strongly and actively committed to diversity in its workplace.

To apply please visit: https://careers.pcma.org/jobs/view/manager-event-operations-and-registration/67899665/?utm_term=2&utm_medium=email&utm_source=daily-alert&utm_campaign=job-alert-email-518&utm_content=position-title

Meetings Coordinator – International Cemetery, Cremation and Funeral Association (ICCFA), Sterling VA (Hybrid) – posted 1/27/2023

SUMMARY
The overall role of the Meetings Coordinator is to provide support for and implementation of tasks in the execution of ICCFA meetings and to support members. Primarily responsible for the overall coordination, implementation, execution, and completion of registration and housing for all ICCFA events, the Meetings Coordinator serves as the first line of contact for member registration and housing inquiries. The Meetings Coordinator will work closely with staff across the organization, Association members and external stakeholders. The role requires someone who has strong self-direction, is high-performing, is enthusiastic, demonstrates a positive attitude, and provides superior customer service.

This position reports to the Meetings Manager.

PRIMARY/ESSENTIAL DUTIES AND RESPONSIBILITIES (Duties that occupy a major portion of time and importance in the job)

  • Creates 4 main meeting registration pages in the internal registration system/database
  • Processes 150 to 2500 meeting registrations on an ongoing basis, depending on the meeting, and checks for accuracy
  • Communicates via phone and email with registrants on a daily basis and assists them with their registration needs
  • Creates name badges for each meeting.
  • Serves as the liaison to the hotel room coordinator staff
  • Leads registration onsite at the convention and trains volunteers with onsite registration duties
  • Assists with VIP/Hired Speaker/Supplier Partner’s registration, housing, and car service as needed
  • Inventories and orders meeting supplies
  • Reviews and proofs the meeting materials
  • Writes and sends correspondence and invitations
  • Works with international groups on their registrations and gift exchanges
  • Reviews first-time attendee applications and assist them with registration
  • Produces registration reports
  • Coordinates meeting shipments packing
  • Archives meeting materials
  • Conducts meeting registration’s operational and financial closing procedures
  • Assembles post-meeting data to populate history reporting

Other Responsibilities

  • Assists the Meetings Manager with researching meeting data and administrative work, as needed
  • Assists the Supplier Relations Manager with exhibit data entry
  • Provide administrative support for general inquiry phone calls
  • Serves as the liaison between ICCFA and hotel room coordinator staff before, during, and after meetings
  • Trains other staff on the use of the NetForum/Abila registration system as needed
  • Additional duties as assigned

 The position duties listed are not comprehensive.

 SKILLS & REQUIREMENTS

Required Education/Experience/Qualifications

  • One to 3 years of registration experience working at a non-profit or association, or in a meeting, operational, or administrative role is preferred
  • Bachelor’s degree preferred
  • Proficiency in Microsoft Office, and particularly Excel, required
  • Experience working with databases and/or an Association Management System (AMS) Knowledge of NetForum/Abila is helpful

 Core Competencies/Skills

  • Positive attitude with excellent customer service skills, and wants to contribute
  • Self-motivation with a strong work ethic, and responsiveness, and is comfortable with minimal supervision
  • A team player who is open to others’ opinions and is objective in voicing their own
    Ability to interact and communicate effectively verbally and in writing
  • Works well under pressure, determines priorities, and produces results
  • Strong comfort level with learning new technologies, and is forward-thinking in terms of technology deployment
  • Must be detail-oriented, an organizer, a strong multi-tasker, a critical thinker making sound judgments, and a problem solver
    Enjoys maintaining processes and procedures, but also looks for work efficiencies and advancements
  • Ability to lift objects of up to 30 lbs.
  • Flexibility for overtime and weekend work is required during the heavy conference season
  • Required to travel overnight domestically to meetings, as requested

SALARY AND BENEFITS
Salary is $53-$55K/yr. based on experience. This position is exempt and fully eligible for ICCFA employee benefits including 401(k), health and other insurances, paid time off, and paid holidays in accordance with ICCFA policy.

ABOUT ICCFA
The International Cemetery, Cremation and Funeral Association is a trade association that represents the voice of the deathcare industry. This is an opportunity to work in a result-oriented, mission-driven environment that empowers staff to creatively carry out responsibilities. ICCFA is a fun, team-oriented atmosphere. ICCFA staff enjoy a hybrid work environment, two days a week in the office is required. ICCFA is an equal-opportunity employer. Even if your qualifications do not match up exactly, please apply if this role is of interest to you.

To apply please visit: https://careers.pcma.org/jobs/view/meetings-coordinator/67913176/

Director of Events (remote) – National Contract Management Association, Ashburn, VA – posted 1/23/2023

Description

NCMA is growing to better serve an amazing community of contract management and acquisition-related professionals who help delivery on public missions. This director position will lead the event portfolio and daily oversight of event operations to further increase our capacity to serve. The ideal candidate will have demonstrated competency in collaborating with internal resources and volunteers to support community-driven outcomes. A growth-oriented self-starter with the ability to move between strategic and tactical perspectives is essential.

Our event portfolio has 3 national annual events that engage nearly 4,000 people online and in-person. The events department supports smaller meetings connected to national annual and governance events.

Requirements

Essential Duties & Responsibilities:

  • Provide strategic direction and develop plans to grow event portfolio
  • Build internal and external resources to serve growth
  • Lead event technology, partner and speaker management, and registrant and attendee online and in-person user experiences
  • Make data-driven informed decisions, manage department resources, manage workstreams, meet department deadlines independently, and drive event activation
  • Engage and amaze event attendees: recognize trends and implement technology and engagement methods to enhance user experiences
  • Develop event budget including registration fees based on market data
  • Create event board briefings
  • Negotiate contracts to support events
  • Other duties as assigned

Qualifications & Requirements:

  • Bachelor’s degree or equivalent work experience with 7 years of event planning and leadership
  • Strong analytical and communication skills
  • Discretion with sensitive business and financial information
  • Availability outside of regular business hours to lead events

To apply please visit: https://careers.pcma.org/jobs/view/director-of-events/67870844/

Meetings and Events Manager – NACS, Alexandria VA – posted 1/21/2023

We are seeking a motivated, organized and driven professional to join our meetings team. As meeting manager, you will play a leading role in managing key events for the organization. This role requires excellent event-planning skills along with the ability to define project milestones and deadlines and coordinate both internal and external teams efficiently to meet organizational goals and expectations.

The Meetings and Events Manager oversees the logistical planning and preparation of NACS meetings and events as directed, including:

  1. Plans, coordinates and implements all aspects of assigned meetings, special events, and conferences throughout their entire life cycle
  2. Negotiates and contracts various venues, vendors and services as they relate to NACS events
  3. Organizes all event details both internal and external and communicates to all stakeholders
  4. Delivers outstanding customer service, both external and internal
  5. Communicates with NACS most engaged members and VIPs regarding attending events, responding to member inquiries and fulfilling requests
  6. Provides onsite support for meetings and events both domestic and international
  7. Executes assigned NACS Meetings on or under budget

ESSENTIAL DUTIES OF POSITION

  • Lead planner on approximately 5 NACS events annually, which may include international events and range from small intimate dinners to large-scale tradeshows
  • Manages venue selections to include destination/venue research, site selection and contract negotiations for any given event
  • Coordinates all meeting logistics for assigned events – develops timelines, manages hotel/travel/registration inquiries/customer service, event confirmations, creative event design, graphic designs, AV requirements, transportation, staffing plans, badge/tent card production, shipping (domestic and international), etc.
  • Coordinates registration processes with IT and Marketing for each project
  • Leads and project manages cross functional project teams to ensure seamless execution of each meeting or event
  • Ability to work independently and cross functionally depending on the project
  • Event budget development and ability to meet or exceed budget for each assigned meeting or conference
  • Manages equipment orders, supply orders, graphic and print orders and shipping procedures for meetings
  • Ability to manage multiple vendors per event to include facilities/venues, General Contractor, Stage Production company and Destination Management Company
  • Ability to manage multiple projects at once and deliver in a timely and organized manner
  • Manages post-event procedures including invoice reconciliation, final budget reports and post event data reporting and survey distribution
  • NACS Show: primary responsibilities may include Executive Committee/VIP transportation, CEO Dinner, Supplier Board Dinner and Hunter Club Lounge staffing. Other responsibilities as needed
  • Thinks creatively to design overall event experiences from décor, entertainment, attendee amenities, logistical flow, room set ups, incorporating emerging industry trends and expanding on attendee networking opportunities
  • In depth understanding of food and beverage and intimate knowledge working with BEOs
  • Provides pre-event and onsite support at other NACS meetings as needed
  • Willingness to accept all other duties as assigned

QUALIFICATIONS

  • Strong customer service, organizational and hospitality skills
  • Passion for executing outstanding, creative and innovative meetings
  • Strong attention to detail
  • Ability to drive projects from inception to completion with little oversight
  • Understanding of customer database applications (CRM) a plus
  • Understanding of budget and accounting processes
  • Ability to travel heavily throughout the year (approx. 30%), both domestic and internationally
  • Bachelor’s degree desired
  • Certified Meeting Professional a plus
  • Experience Required: Minimum 5 plus years of meeting planning experience. Hospitality and event management background a plus. Association experience preferred.

Other Pertinent Information:

Positive, Helpful Team Player Attitude

Creative, out of the box thinking

Strong work ethic

Likes to have FUN!

NACS Culture

The NACS Culture is highly collaborative, and we are better when we are together. NACS is a culture that believes in working together from the office. All employees have their own office. NACS is in the office full-time.

Interested Candidates should apply via email to:

Kim Broome
NACS
1600 Duke Street
Alexandria, VA 22314-3436
kbroome@convenience.org      

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