Group Sales Administrative Assistant – Visit Alexandria, Alexandria, VA

Weekly Hours:  10 Hours Per Week

Duties and Responsibilities:
On-going

  • Responsible for assisting sales manager with MEETING LEAD follow-up to include:
    Timely follow-up with hotels for proposal responses
    Keeping sales managers notified of upcoming response dates/past due leads, etc.
    Assist with researching status of pending leads with no response from client
  • Responsible for assisting sales managers with SERVICE REQUEST follow-up to include:
    Follow up with members/clients for responses and confirmations in timely fashion
    Update status in CRM
  • Responsible for TOUR & TRAVEL LEAD follow-up assistance (email/phone calls) as directed by the T & T sales manager
  • Support
  • Collateral Printing
  • Site Inspection portfolios
  • Amenity packaging for site inspections, VIPs and fam trips
  • Fulfillment of brochure requests
  • CRM data management (accuracy and inactive/add contacts)
  • HelmsBriscoe list management; BlueBuzzard welcome new associates
  • ConferenceDirect list management
  • Hotel member/partner profile updating/contact tags on going and bi-annual audit

Periodic based on calendar of Activities

  • Assistance with due diligence for Tradeshows/Conferences (CALENDAR to be provided)
    • Pre/Post Due diligence to include Knowland/Organization website/CRM
    • Assist with logistics to include printing collateral/ shipping/etc.
    • Input of appointments in CRM prior to show
  • Feeder c International market data input (shows/fams/etc.)
  • Feeder City/Local Sales Mission due diligence for business development
  • Pre/Post Due diligence to include Knowland/Org website/CRM entry
  • Client Event management assistance (as directed by event lead)
    • Invitation/Lists/RSVP management/name badges/phone calls
    • Invoicing members for Co-Ops to include payment has been received
  • International Fam Tour coordination and assistance
  • Holiday Party solicitation
  • CRM cleanup (returned emails); contact update
  • Capacity document updated and maintained with member information
  • Data input for initial CRM Site template
  • New Year card (VC helps stuff envelopes)
    • List management/create labels

Weekly distribution of past due leads, current months solicitations 

Required Training: CRM. Knowland, N-drive

Email your cover letter and resume to Carla Bascope-Hebble, Director of Group Sales, at: cbhebble@visitalexva.com.

Event Program Specialist – Goodwill Industries International, Rockville, MD

Responsibilities

  • Responsible for supporting a comprehensive program of learning events for the Goodwill network.
  • Primary responsibility includes event operation coordination and execution for all Goodwill Industries International, Inc. (GII) events.

SPECIFIC DUTIES

  1. Coordinate event activities to include administration, marketing, registration, housing, logistics and production.
  2. Maintain event timeline; establish a workflow schedule to facilitate prompt and accurate handling of all program details.
  3. Maintain event budget; reconcile event revenue and expenses and process all event bills.
  4. Provide overall event updates and reports with the Director of Events.
  5. Coordinate program activities to include special events and excursions.
  6. Coordinate marketing messages to attendees through the registration system and event mobile integrating event social media to enhance members’ experience before, during and after the event.
  7. Maintain event pages on organizational website with current information.
  8. Coordinate and administer event scholarships through the scholarship process.
  9. Coordinate all attendee and speaker evaluation activities evaluating program goals, objectives, and outcomes; plan for continuous innovation and improvement.

10.Support the site selection process to include negotiating and contracting with the venue.

11.Support contracting and procurement for event vendors to include destination management company (DMC), ground transportation, photographer, printing company and decorator.

12.Coordinate all program details that support the event program and development.

13.Coordinate production activities to include resource material printing and online submissions and signage.

14.Maintain accurate records, system input, and complete file management.

15.Other duties as assigned.

All duties are considered to be essential unless otherwise indicated.

Requirements

EDUCATION: Bachelor’s degree and relevant work experience. Certified Meeting Professional (CMP) Preferred.

EXPERIENCE:

  1. Five or more years of relevant work experience, with professional experience as a meeting planner.
  2. Three or more years’ experience working with cross-functional teams and industry-related vendors.
  3. Online and digital event marketing experience a plus.

DECISION MAKING:  Works independently and make decisions aligned with general guidance. Prioritizes work based on deadlines and objectives to deliver at expected quality.

SUPERVISION:  Regular – Latitude is given to this position to select appropriate procedure(s). The work is reviewed for the approaches, procedures and methodologies used to complete the work. Some guidance and review may be required on special or unusual work problems and projects. Work is reviewed to assure that it is conceptually sound and meets assignment objectives.

PHYSICAL EFFORT:  Medium; occasional lifting 50 pounds maximum with periodic lifting and/or carrying of objects weighing up to 25 pounds. Some walking and standing with office setting; may be accommodated. Frequent travel to include GII event travel up to six days per event, site visit and planning site visits up to two days per visit.

EMOTIONAL EFFORT:  Occasional short deadlines (with little or no notice) and extended work hours. Work environment sometimes hectic with occasional periods of high stress.

Click here to apply: https://careers-goodwill.icims.com/jobs/1069/events-program-specialist/job?mode=view

Senior Project Manager – Precon, Rockville, MD

Senior Project Manager will work with project team and subcontractors to design, plan, manage and execute technically seamless events. Precon produces approximately 100 events annually, in and around the Washington DC region and across the United States.

•Qualified candidate must have extensive customer interaction experience and experience managing the technical aspects of special events, meetings or conferences, tradeshow, theatre or related industry.
•This person will have oversight of technical and logistical aspects of special event production including audio, video, lighting, exhibits and decor.
•Create scale drawings using a CAD based program, preferably VectorWorks.
•Draft proposals, contracts and budgets with detailed breakdown of the event scope of project.
•Function as primary contact to client in advance of event and on site through the course of the project.
•Project Manager is responsible for all administrative details including preparation, distribution and collection of RFP’s for any and all administrative services related to the event.
•Manage all timelines, vendors, room schedules, meeting room assignments, speaker needs, room layouts and related preproduction coordination needs.

Candidate must have minimum of five (5) year’s experience working in Special Events, Theatre, Tradeshow/Exhibit, AV Production or related field.

Salary will be commensurate with experience. Ideal candidate for Project Manager position will have existing book of business of existing clients.

Please forward resume or portfolio to jobs@PreconEvents.com.

About Precon: Precon is the premier Special Events Management firm in the region with an emphasis on complex event design, management and production. Precon’s project management and creative design teams include some of the best in the Special Events industry, with expertise in the fields of conference and event management, event design and room décor, gala awards celebrations and technical production. To contact Precon, call (240) 669-6262, email info@PreconEvents.com or visit http://www.PreconEvents.com.

Senior Coordinator, Meetings and Exhibits – NAFSA, Washington, DC

Position Summary: The Senior Coordinator, Meetings and Exhibits, assists with all departmental activities relating to meetings and exhibits at NAFSA, including providing timely front-line service responses regarding the NAFSA Annual Conference & Expo. This position supports the conference logistics team in facilitating the successful execution of meetings, exhibits and educational offerings for the association.

Major Functions and Responsibilities: Working with the Associate Director, provide meeting and logistical support to all in-house meetings including Board of Directors meetings, Washington Leadership Meeting, Advocacy Day, departmental committee meetings, and local events in Washington, DC (25%)

  • Meeting and logistical support includes reserving meeting/function space, food and beverage/catering arrangements, audio visual setup, on-site room and meal checks throughout meeting, and working closely with hotel/venue staff to ensure a smooth program
  • Manage staff communications and resources for in-house meetings
  • Review and update requests for proposals (RFP) for in-house meetings
  • Maintain internal meeting request system

Support all activities related to annual conference logistics (35%)

  • Provide consistent answers to daily phone and e-mail inquiries through the conference inbox, based on department guidelines
  • Manage visa invitation letter process for annual conference attendees
  • Travel to conference site two to three times per year for planning purposes, taking an active role as part of planning team
  • Communicate pertinent conference information to staff through Staff Resource Guide
  • Manage signage production and placement with guidance from Senior Director
  • Partner with Local Area Team (LAT) Communications chair to submit blog posts according to schedule
  • Work with LAT Special Events chair to arrange campus visits and manage volunteers for special events
  • Manage conference web pages with Conference Program team
  • Draft NAFSA news stories for the operations team as needed
  • Manage the shipping process for annual conference
  • Review and update RFPs for annual conference and expo
  • Manage and produce floor plans for all space at convention center facility, working closely with decorating vendor and Associate Director, to include administrative space, networking spaces, sessions and workshops

Coordinate and support planning and execution of exhibits management functions (35%)

  • Collaborate closely with vendor to manage set up of online system for exhibitors
  • Monitor daily exhibits sales in online system to make sure all pieces are accurate and reflected properly
  • Manage check, credit card and wire transfer payments with accounting
  • Provide consistent, accurate, and timely exhibitor communication
  • Work with Exhibits Director on maintaining business practices for successful exposition
  • Partner with various vendors to manage Exhibitor Service Kit and Lead Retrieval
  • Coordinate exhibitor registration with Registration Specialist
  • Work with Marketing Services to develop expo sales strategy and communication plan
  • Research and develop comprehensive resources for exhibitors
  • Assist with pre-sales of future years
  • Work with expo team in producing Navigating the NAFSA Expo brochure

Assist with general office administration (5%)

  • Attend all meetings within logistics and content departments
  • Prepare letters, memos, and labels to support all departmental work
  • Provide back-up support to the Membership Frontline Specialist within the rotation of other NAFSA staff members who cover the front reception desk
  • Assist CFO and Senior Director as required

Required Qualifications:

  • Bachelor’s degree or equivalent combination of education and experience
  • At least two years of experience with general office administrative work
  • Demonstrated ability to appropriately prioritize, manage, and complete multiple projects and assignments while meeting competing deadlines
  • Ability to master various technology, web, and data management systems
  • Superior interpersonal, communication, and customer service skills
  • Ability to work in a fast-paced team environment as well as independently with minimal direction
  • Ability to work flexible hours, including some evenings and weekends; occasional travel required
  • Proficiency with Microsoft Office Suite, specifically advanced features of MS Excel

Desired Qualifications:

  • Previous experience with an association, membership, nonprofit or higher education organization
  • Experience in sponsorship, fundraising, meeting and event planning, or exhibit coordination
  • Exposure to or interest in international education
  • Experience working with or coordinating volunteers
  • Exposure to or experience with iMIS, Cadmium, or Experient software platforms

TO APPLY: Please visit the website, here.

Catering and Premium Services Lead Worker – Capital One Arena, Washington, DC

About Aramark: Aramark (NYSE: ARMK) proudly serves Fortune 500 companies, world champion sports teams, state-of-the-art healthcare providers, the world’s leading educational institutions, iconic destinations and cultural attractions, and numerous municipalities in 19 countries around the world.  Our 270,000 team members deliver experiences that enrich and nourish millions of lives every day through innovative services in food, facilities management and uniforms. We operate our business with social responsibility, focusing on initiatives that support our diverse workforce, advance consumer health and wellness, protect our environment, and strengthen our communities.  Aramark is recognized as one of the World’s Most Admired Companies by FORTUNE, as well as an employer of choice by the Human Rights Campaign and DiversityInc. Learn more at www.aramark.com or connect with us on Facebook and Twitter.

Position Summary: The Catering and Premium Services Lead Worker is responsible for the oversight or delegation of responsibilities within catering and/or other premium services operations. Essential functions and responsibilities of the position may vary by Aramark location based on client requirements and business needs.

Essential Functions:

  • Schedules and assigns daily work assignments within a premium services operation
  • Oversees the completion of tasks within a catering, restaurant, or suites environment
  • Trains and guides staff on job duties, proper food safety and sanitation, customer service, etc.
  • Sets up work areas according to guest/client requests, banquet event orders, Aramark standards, etc.
  • Ensures service areas are maintained including replenishment of product, cleanliness, etc.
  • Provides excellent customer service, anticipating guests’ needs
  • Maintains a positive attitude towards guests, customers, clients, co-workers, etc.
  • Adheres to Aramark safety policies and procedures including proper food safety and sanitation
  • Ensures security of company assets
  • Other duties and tasks as assigned by manager

Qualifications:

  • Previous experience as a supervisor in a related role preferred
  • Previous experience as a server or in a food service role required
  • Demonstrates excellent customer service skills
  • Demonstrates excellent communication and interpersonal skills, both written and verbal
  • Requires ability to work independently with limited supervision
  • Working knowledge of food safety principles and procedures
  • Must be able to obtain a food safety certification
  • Requires constant standing and walking
  • Requires frequent lifting of up to 25 lbs.
  • Requires occasional lifting of up to 50 lbs.
  • Must be available to work flexible hours including evenings and weekends

TO APPLY: Visit here to submit your application.

Conventions and Events Coordinator – American Hotel & Lodging Association, Washington, DC

To assist in planning, managing and execution of all AHLA and AHLEF meetings and event sponsorship.

Conventions and events include:

  • AHLA-AAHOA Legislative Action Summit (LAS)
  • AHLA Safety Summit
  • AHLEF Golf Classic
  • AHLEF Night of a Thousand Stars/AHLA Stars of the Industry Awards
  • ForWard: Women Advancing Hospitality
  • Hospitality Investment Roundtable
  • The Forum: An AHLA Experience
  • Webinars
  • Various board and committee meetings

Responsibilities: 

  • Responsible for registration process of all events, meetings and webinars to include: registration, event  information inquiries, data entry, refunds and cancellations, badge production and stuffing, attendee lists,  confirmation letters and invoices, registration tracking, on-site registration management (staffing, setup, etc.), and preparation of financial data for reconciliation with the accounting department.
  • Assist with meeting logistics including: speaker confirmations and arrangements, meeting specifications,  supplies, event signage, shipments, and other items as needed.
  • Work with Senior Vice President of Business Development to coordinate sponsorship fulfillment and  relationship management (proposals, contracts, invoicing, benefits and recognition) and serve as main  contact for requests for AHLA and AHLEF event sponsorship information.
  • Marketing liaison – draft copy for and coordinate event marketing materials, maintain department pages  on AHLA website and manage event social media efforts with Marketing & Communications  department.
  • Assist with project management and meeting/event logistics/specifications (pre, onsite, post) including  promotion/marketing/brochures and materials; food and beverage/audio visual arrangements/guarantees;  timelines.
  • Management of AHLA Stars of the Industry awards program.
  • Housing/overflow arrangements, rooming lists, monitoring hotel pick up reports.
  • Assist with association committees as assigned.
  • Other special projects and duties as assigned.

Education and Experience: 

  • Bachelors degree;
  • One – two years relevant experience; or a combination of education and experience.

Skills and Attributes:

  • Experienced computer and software knowledge, including Microsoft Office Suite (Word, Excel,  PowerPoint, Outlook); and iMIS preferred.
  • Excellent oral and written communication skills; ability to write and edit clear, engaging, and  grammatically correct content; willingness to be coached.
    Self-motivated individual, team player, with a high level of professionalism and emotional intelligence.
  • Ability to thrive in a fast-paced environment.
  • Detail-oriented individual with exceptional organizational and time management skills.
  • Customer-service focused with a positive attitude; maintains grace under pressure.

Other: Position is non-exempt, located in Washington, DC, ability to travel approx.. five times per year. To apply, send cover letter and resume to HR@AHLA.com

Meetings Manager – National Propane Gas Association, Washington, DC

Basic Functions: Responsible for providing support to the Director of Convention & Meetings in areas relating to planning and executing the association’s annual tradeshow, board meetings, legislative conference, and various committee meetings.

Duties & Responsibilities:

• Oversee registration for meetings ranging from 75 – 4,500 attendees: manage in-house database; monitor online registration; process forms received via email; process VIP registrants; issue confirmations; compile weekly and final count reports; reconcile registration data post meetings.
• Manage on-site registration for all meetings and annual tradeshow; determines on-site logistical requirements; develop staffing schedule; oversee NPGA staff and temporary staff.
• Oversee content development and execution of NPGA Mobile App for Expo, The Expo website, and online exhibitor floor plan.
• Create and maintain online floor plan with outside software vendor for Expo
• Develop and guide content for educational seminars for Expo in collaboration with volunteer committee of content experts.
• Research meeting sites and initiate contract negotiations for committee meetings; coordinate meeting details with appropriate staff member, including room set-up, catering, audio visual, housing, etc.
• Oversee housing blocks for all meetings other than Expo: distribute housing information to attendees; monitor weekly pick-up reports; coordinate hotel accommodations for VIPs, speakers and staff.
• Sell and fulfill sponsorships for, Expo, Board of Director and Propane Days meetings. Including: disseminating promotional materials; executing fulfillment of benefits; issue sponsor and advertising agreements; track payments; and issue confirmations.
• Maintain and manage the convention and meetings areas of the Association Management System (AMS).
• Manage speaker arrangements: confirmations, audio-visual requirements, presentation submissions, overall speaker schedule.
• Assist Director to draft meeting budgets, monitor expenditures and reconcile post-meeting financials.
• Process sponsor and advertisement contracts through association database and follow up on all exhibitor contract payments.
• Assist Director to produce RFP’s, review proposals, and managing vendor contracts.
• Compile and accurately proof printed materials: exhibitor prospectus, attendee brochure, Expo Onsite Guide, badges, event signage, etc.
• Order registration materials: badge stock, badge holders, ribbons, function tickets, delegate bags, lanyards, etc.
• Coordinate packing, shipping and return of all meeting materials, equipment and supplies.
• Disseminate meeting information email.
• Receive and respond to meeting related phone and email inquiries; assist receptionist with phone coverage one hour per week.
• Maintain meetings information on the association website; update pages for board and committee meetings; build online registration links; maintain industry calendar.
• Provide administrative support for TS&S Committee meetings including preparation of meeting schedule, agendas, subcommittee sign-in sheets and room signs, update task force members active dockets and TS&S attendance history spreadsheets, transcribe task force reports into draft minutes, prepare and distribute letter ballots, collect and collate ballots and comments received then distribute back to task forces and committee members.
• Coordinate ancillary activities: Women in Propane Luncheons, golf tournaments, Women in Propane Leadership Forum at the Expo, Women in Propane Roundtable and Reception at the Expo, fundraising events, etc.
• Travel to meetings and assist Director with on-site management.
• Assist Director in managing Conventions Committee.
• Perform other duties as requested by Director.

Qualifications: 

• Four year college degree and at least 5 years meeting planning and/or hotel operations experience.
• Experience with negotiating contracts with hotels and vendors preferred.
• Experience with exhibits/tradeshows, sponsors, and advertising/marketing preferred.
• Strong organizational skills with the ability to multi-task in a fast-paced environment.
• Ability to be creative, problem solves, manages crisis situations effectively and maintains a professional attitude while working under pressure.
• Solid computer experience, including a thorough knowledge of Microsoft Office; technical proficiency in database management preferred.
• Strong customer service mentality with a positive, “can-do” attitude and love to interact with members.
• Ability to work independently as well as in a team environment.
• Attentive to details, deadline oriented, proactive and punctual.
• 25% travel time, including weekends
• CEM or CMP preferred

To apply, visit here.

Meetings Associate/Manager – American Educational Research Association, Washington, DC

With more than 25,000 members, the American Educational Research Association (AERA) is the national professional organization for engaged in the scientific study of education and learning. Founded in 1916, AERA advances knowledge about education, encourages scholarly inquiry related to education, and promotes the use of research to improve education and serve the public good.

General Description: The American Educational Research Association seeks a Meetings Associate/Manager to join the meetings department. The department is a key part of a forward looking organization that takes pride in excellence and innovation. This individual will work as part of a 4-person team in the planning and execution of all programmatic and logistical aspects for AERA meetings and events. The association holds a major Annual Meeting of 15,000 attendees, over 2,800 sessions, and 100 exhibits. The association also convenes approximately 20 small meetings, workshops, and conferences ranging in size from 10-150 people and a major annual public lecture in Washington, D.C.

Position Description: The association is looking for an individual to oversee and grow our exhibit hall and sponsorships, and implement its local small meetings throughout the year. The individual will develop and implement an exhibit and sponsorship sales strategy to meet annual revenue goals for the AERA, including a structured strategy with promotions, on-site sales, and other outreach. Additionally, this individual will assist in managing the Annual Meeting program creation process; provide leadership, guidance and support to the Annual Meeting program committee and 300+ program chairs. Lead program chairs in establishing peer review panels, reviewing submissions, and creation of final Annual Meeting program. Ideal candidate would have experience working with scholarly or medical database submission system for peer reviewed papers and sessions.

Duties and Responsibilities

  • Manage and oversee the association’s local small meetings throughout the year
  • Liaison with hotel/facility, sales, convention services, catering personnel, AERA Housing Bureau, registration coordinator, and others as assigned
  • Research suppliers and destination information, compile information, and make recommendations for use by Meetings Team for evaluation
  • Initiate and execute exhibit, sponsorship, and advertising sales
  • Assist in development of budgets related to exhibits, sponsorship, and advertising sales and promotions
  • Develop new revenue-generating opportunities to increase exhibit and sponsor involvement at meetings
  • Develop marketing, advertising, and promotional materials to include Exhibit, Sponsorship Prospectus and Exhibitor Services Manual, and support related exhibitor and sponsor activities
  • Coordinate communications about the AERA exhibition and sponsorship programs via print and digital formats for distribution at AERA meetings
  • Coordinate the processing of exhibit and sponsor contracts and invoices
  • Serve as the primary liaison to exhibit services vendors
  • Keep abreast of current events and trends within the educational, exhibits, and sponsorships communities, and identify and create new sales opportunities
  • Organize all information to go into Conference Mobile App, serve as the liaison to the App company
  • Manage exhibitor and attendee registration during the conference
  • Manage relationship between association staff/members and travel agency
  • Negotiate hotel/facility contracts and book assigned meetings as required
  • Liaison with hotel/facility, sales, convention services, catering personnel, AERA Housing bureau, registration coordinator, and others as assigned
  • Research suppliers and destination information, compile information, and make recommendations for use by Director for evaluation
  • Experience managing audio visual requirements for meetings of all sizes
  • Manage on-site meeting operations such as, but not limited to, pre-meeting planning, room sets, and food & beverage orders
  • Manage and assist in the program development process
  • Review printed and Web material for accuracy and completeness of logistical and contract-related information and content
  • Work with the staff leadership team in coordinating meeting requirements
  • Assist in the post-meeting financial reconciliation, to include billing, invoicing, and transfer of funds
  • Liaison with meeting attendees (members & non-members) in all aspects of association activities, but specifically concentrating on meeting logistics
  • Manage member’s emails regarding the Annual Meeting. In time provide guidance and support to junior staff on how to answer inquiries.
  • Support association leadership in managing of their special events at the Annual Meeting, including offsite events, receptions, and pre-conference events

Administration

  • Develop and approve department policies and procedures
  • Monitor contracts to ensure most efficient use of AERA funds
  • Review and monitor financial arrangements and expenditures
  • Travel and work on-site at the annual meeting
  • Participate in professional associations with the end goal to network and to stay current in meeting planning field.

Skills and Qualities

  • Proven track record of success in managing and growing an exhibit hall and increasing sponsorship revenue
  • Experience managing large volunteer program committees, preferably for an educational, scientific, or medical association
  • Knowledge of event/meeting planning processes including scheduling, programming, and soliciting bids
  • Excellent organization and time management skills with the ability to handle multiple projects simultaneously in a deadline oriented environment
  • Strong written skills for communication with leadership and members
  • Experience creating RFPs
  • Strong database management skills
  • Ability to think analytically for a very large, very complex meeting that spans across many properties, with over 2,800 sessions spanning over a 5 day period
  • Ability to travel to meeting locations
  • Experience in budget development and implementation
  • Ability to work well with staff members, AERA members, attendees, vendors and others
  • Fine attention to detail with ability to have the larger picture in mind

Technical Skills

  • Excellent computer and database management skills
  • Proficient ability using Microsoft Word, Excel, Outlook, and PowerPoint

Required Level of ExperienceCMP or CEM preferred with five to seven years of direct meeting planning and exhibit hall experience; experience must be in an association or meeting-related organization excellent computer and submission management database skills

TO APPLY: Interested candidates should submit a resume, cover letter and salary requirements to employment@aera.net. Resumes without a cover letter will not be considered. No Calls Please

 

Meeting and Event Planning Intern – The National Potato Council, Washington, DC

The National Potato Council (NPC) has an immediate opening for a Meeting and Event Planning Intern. NPC is a small but highly visible association whose mission is to stand up for U.S. potatoes on Capitol Hill. NPC is located three blocks from the McPherson Square Metro station.
Who you are:
• A junior, senior or recent college graduate.
• A self-starter with a can-do attitude where no task is too small.
• Available to work approx. 10-15 hours per week from October through December with the option to travel to the Potato Expo 2020 in Las Vegas, January 12-17.

What you’ll do:
• Support the NPC team on the planning and production of the Potato Expo 2020, the largest annual potato industry conference and trade show in North America with over 1,800 attendees and 180 exhibitors expected.
• Examples of support include:
-Fielding attendee and exhibitor phone calls and emails and ensure all are managed with a high level of customer service.
-Collecting and tracking exhibitor deliverables.
-Collecting and tracking advertising for exhibitors.
-Assisting with implementing social media
-Editing marketing materials.

What you’ll need:
• An interest in event planning.
• Exceptionally strong organizational skills.
• Experience using Microsoft Office products, including Word, Excel, Outlook, experience in Microsoft Teams preferred.
• Must love potatoes.

Applications are due September 12, 2019. To apply, send resume and cover letter to jobs@nationalpotatocouncil.org and address the following:
• What experience you hope to gain from your time at NPC.
• What unique talent you would bring to our team.
• Your interest in event/meeting planning.

Destination Sales Manager – Experience Prince George’s, Largo, MD

OVERVIEW: The primary goal of the Destination Sales Manager is to promote and sell EPG to strategic clients and organizations in an effort to increase visitor business – while maximizing the economic impact and targeted booking opportunities for Prince George’s County and its related partners.

JOB DESCRIPTION: Under the general supervision of the Director of Sales & Marketing, the Destination Sales Manager is an experienced hospitality sales professional responsible for planning, implementing and administering sales strategies and programs to achieve individual, room night, booking, and revenue goals in support of the overall mission of EXPERIENCE PRINCE GEORGE’S (EPG).
The Destination Sales Manager will assertively pursue and define sales opportunities to maintain, nurture, and grow EPG group bookings. This position will be responsible for lead (and revenue generation). It will serve as a liaison between EPG and our hospitality, venue, and attraction partners to promote EPG as a Convention, Meetings, Sports, Reunions, and Group Tour destination.

ESSENTIAL DUTIES & RESPONSIBILITIES
• Develop and manage an account portfolio representing EPG’s select target markets. These accounts will be assessed by applying predetermined selection criteria. Position will solicit these accounts consisting of personal outside sales calls, site inspections, customer targeted events/initiatives, telephone/e-mail solicitation, written and oral communication, and file maintenance.
• Manage group sales activities to achieve budgeted organizational and individual lead, room night and revenue goals.
• Participate in sales and sales strategy meetings with the Director of Sales & Marketing, and key EPG partners and associates.
• Develop strong community relationships with area hotels, venues, and business wishing to attract meetings/group market.
• Create relationships and engage planners, encouraging their choosing EGP and its facilities for their group events through managed databases and CRM, cold calls, traces, tradeshow/marketing follow-up.
• Manage projects designed to attract key groups through attendance at tradeshows, sales missions, familiarizations tours, host meeting planner events, collaboration of web/social/e-mail marketing content.
• Attend trade shows, industry events and meetings determined to impact direct sales to EPG-member hotels, including the Gaylord National Resort & Convention Center.
• Maintain knowledge of key markets, competition, and account prospects to be added to the account portfolio.
• Assist in the establishment of goals which is determined/renewed on a prescribed basis.
• Work in conjunction with the various EPG programs to create strategies to secure future business.
• Maintain exemplary product knowledge of the EPG including market area, attractions, recreation, services, and amenities.
• Maintain awareness of industry trends and competing destinations and/or venues.
• Manage client relationships to ensure adequate account servicing and business retention.
• Execute all other duties as assigned by the Director of Sales & Marketing.

QUALIFICATIONS & REQUIREMENTS
• Minimum of 3 years sales and/or management experience in related field, preferably with a convention bureau, facility, hotel sales, or convention services.
• Passion for sales and customer development, a self-starter who is persistent and professional.
• Strong relationship building and interpersonal skills, with the ability to interact effectively with internal and external clients at various levels of applicable organizations.
• Highly self-motivated with strong work ethic, results oriented ability to thrive and excel in fast-paced environment, ability to work independently.
• Excellent communication, presentation, and time management, attention to detail.
• Must be able to work evenings, weekends, as required.
• Bilingual applicants are a plus.

EDUCATION/EXPERIENCE: Bachelor’s degree in related field and four or more years of management level sales experience in the tourism and hospitality industry, or equivalent combinations of education, training, and experience.

If interested in this opportunity, please respond through the SearchWide Global website or email your resume to the following SearchWide Global Executive:
Erika Donato, Researcher & Recruiter | SearchWide Global
globalwww.searchwideglobal.com | info@searchwide.com
609-424-9126 (mobile)

Fall 2019 Events Intern – Interel, Washington, DC

Interel, a global public affairs and association management consultancy, is seeking a paid Fall 2019 Events Intern to provide support to two clients, PCMA Capital Chapter and the International Society for the Study of Trauma and Dissociation.

The intern will provide support services to client staff for both associations primarily in the area of event management. Candidate should be an independent self-starter with attention to detail who excels in fast paced work environment. Customer service skills a must.

Position Responsibilities

  • Assist with set-up and maintenance of event registrations for events, conferences, webinars, trainings and other events
  • Produce weekly registration reports
  • Process event registrations including annual passholders, sponsors, speakers, etc.
  • Answer email event inquiries from attendees, speakers and sponsors
  • Assist association staff with event preparations including but not limited to badge printing and assembly, packing supplies, order materials and ensuring the terms of sponsor agreements are fulfilled
  • Assist with projects in the areas of speaker management, marketing, tradeshow preparation and sponsorship as needed
  • Assist onsite at local events (will include some evening hours)

Qualifications & Skills

  • Currently enrolled full-time as an undergraduate (junior or senior) or graduate student in a hospitality management, event management, communications, business or similar program. Recent graduates (spring or summer) will also be considered.
  • Excellent oral and written communication skills
  • Proven customer service skills
  • Strong computer skills including Microsoft Office Suite and Adobe
  • Good time management skills; works well with deadlines
  • Interest in a career in association event and conference planning
  • Experience with registration software and/or AMS systems are desired

This is a paid internship running from early August through November 30. Interns should be able to commit to 20-30 hours per week during normal business hours. Occasional evening hours may be required.  Please send resumes to mary.hanlin@interelgroup.com (reference PCMA/ISSTD Intern). EOE.

Sales Coordinator – Hosts Destinations Services, Washington, DC

Job Summary: Hosts Destination Services a Destination Management Company “DMC” seeks a hard-working self-starter to play a key role in supporting the Sales team. This team member will have a hand in the day-to-day activities of the office as well as creative projects to support our sales process with our clients and prospects. This position will contribute to the success of the Hosts DC team while further developing skills within the hospitality and event planning industry.

Sales Support

• Client database management, lead tracking, sales support
• Research prospective client companies to add value to the proposal process
• Generate sales reports and materials for weekly sales meetings
• Strengthen the client proposal process by establishing a strong working relationship with the Creative team to include: updating and tracking proposal deadlines and coordinating needs across departments
• Plan and schedule client site visit details and appointments for Sales Team
• Maintain on-going knowledge of Washington DC and what it offers to our clients
• Develop and execute effective and creative client gifts.

Required Abilities

• Strong work ethic and positive attitude is a must.
• Ability to juggle multiple tasks and work both independently and as a team.
• Excellent professional communication skills
• Event or Hospitality Experient is preferred.
• Strong computer skills.
• Communicate proactively, clearly and appropriately to clients and Hosts team members.
• Actively participate in optimizing your own success and the success of Hosts and its team through sharing of ideas, offering candid suggestions and improvements, and demonstrating enthusiasm and passion.
• Support the team and assume additional responsibilities as needed or defined by the leadership team.
• Work with a sense of humor, flexibility, and passion.
• Conduct all business matters fairly, honestly and ethically and with the utmost professionalism.

Please send cover letter and resume to: Seana M Hale, Director of Sales – Hosts DC | seana.hale@hosts-global.com

Conventions and Events Coordinator – American Hotel & Lodging Association

To assist in planning, managing and execution of all AHLA and AHLEF meetings and event sponsorship. Conventions and events include:

  • AHLA-AAHOA Legislative Action Summit (LAS)
  • AHLA Safety Summit
  • AHLEF Golf Classic
  • AHLEF Night of a Thousand Stars/AHLA Stars of the Industry Awards
  • ForWard: Women Advancing Hospitality
  • Hospitality Investment Roundtable
  • The Forum: An AHLA Experience
  • Webinars
  • Various board and committee meetings

Responsibilities: 

  • Responsible for registration process of all events, meetings and webinars to include: registration, event  information inquiries, data entry, refunds and cancellations, badge production and stuffing, attendee lists,  confirmation letters and invoices, registration tracking, on-site registration management (staffing, setup, etc.), and preparation of financial data for reconciliation with the accounting department.
  • Assist with meeting logistics including: speaker confirmations and arrangements, meeting specifications,  supplies, event signage, shipments, and other items as needed.
  • Work with Senior Vice President of Business Development to coordinate sponsorship fulfillment and  relationship management (proposals, contracts, invoicing, benefits and recognition) and serve as main  contact for requests for AHLA and AHLEF event sponsorship information.
  • Marketing liaison – draft copy for and coordinate event marketing materials, maintain department pages  on AHLA website and manage event social media efforts with Marketing & Communications  department.
  • Assist with project management and meeting/event logistics/specifications (pre, onsite, post) including  promotion/marketing/brochures and materials; food and beverage/audio visual arrangements/guarantees;  timelines.
  • Management of AHLA Stars of the Industry awards program.
  • Housing/overflow arrangements, rooming lists, monitoring hotel pick up reports.
  • Assist with association committees as assigned.
  • Other special projects and duties as assigned.

Education and Experience: 

  • Bachelors degree;
  • One – two years relevant experience; or a combination of education and experience.

Skills and Attributes:

  • Experienced computer and software knowledge, including Microsoft Office Suite (Word, Excel,  PowerPoint, Outlook); and iMIS preferred.
  • Excellent oral and written communication skills; ability to write and edit clear, engaging, and  grammatically correct content; willingness to be coached.
    Self-motivated individual, team player, with a high level of professionalism and emotional intelligence.
  • Ability to thrive in a fast-paced environment.
  • Detail-oriented individual with exceptional organizational and time management skills.
  • Customer-service focused with a positive attitude; maintains grace under pressure.

Other: Position is non-exempt, located in Washington, DC, ability to travel approx.. five times per year

To apply, send cover letter and resume to HR@AHLA.com

Housing Coordinator – Spargo, Inc. – Fairfax, VA

SPARGO, Inc. is a full-service event management company, offering a suite of services that support the production of trade shows, conventions, conferences, symposiums and seminars.

Our Housing Department is looking for a Coordinator with excellent customer service skills, top notch communications skills (both oral and written), and they need to be proactive. When we say housing, its referring to the clients’, attendees’, speakers’ and guests’ attending the events we manage hotels and related accommodations. While prior hotel experience would be desired and beneficial, it is not required.

This position reports to the assigned Team Lead and works closely with other Housing staff to manage the housing services for multiple clients.

Essential Duties and Responsibilities (in order of importance):

  • Assists Account Managers on accounts ranging from 50 rooms to 20,000 rooms.
  • Enters basic hotel information into the Database Management System.
  • Provides back up show coverage during staff absences.
  • Assists with the hotel report process.
  • Answers customer inquiries via email, phone, and fax.
  • Assists customers with online housing requests.
  • Coordinates with hotels to obtain final pick-up numbers and post show audit results.
  • Maintains historical files for all shows creating a final all-hotel, pick-up report.
  • Performs data entry and other duties as assigned.

Qualifications (computer & communication skills, training, certification, etc.):

  • Excellent verbal and written communication skills.
  • Detail-oriented, organized and have the ability to multi-task.
  • Proficient in all aspects of Microsoft Office (Word, Excel, Outlook and Access).
  • Customer service experience and General office experience.
  • User knowledge of email and Internet applications.
  • Meeting and conference management experience.

Education and/or Experience:

  • 2+ years meeting or conference/hotel experience or other related field required.
  • Associates degree in hospitality management or equivalent work experience preferred.

Travel Required: Minimal.

TO APPLY: Please visit here.

Exhibits Coordinator – Spargo, Inc. – Fairfax, VA

SPARGO, Inc. is a full-service event management company, offering a suite of services that support the production of trade shows, conventions, conferences, symposiums and seminars.

This position will work on projects to support the SVP and the sales department within the Healthcare Exhibit Sales and Management Team. This will involve assisting with the overall administrative needs for the team and working with the sales managers on preparation of reports for clients and maintenance of the Salesforce prospect database. The ideal candidate must be able to work in a fast- paced environment managing multiple tasks in various stages. This is a terrific opportunity to gain entry level experience in the meetings and events industry and exposure to a sales support role.

Essential Duties and Responsibilities:

  1. Support the sales team with pulling data and creating templates for sales reporting
  2. Work on the updates for the Salesforce database to include entering show pricing; handling POC changes; managing all error reports and adding new prospect lists
  3. Assist SVP with grant submissions and preparation of materials to secure support for IMS meetings
  4. Assist in creation of slide decks and data gathering for strategy sessions with clients
  5. Research stats from industry reports and compile a data repository for incorporation into client slide decks & meeting agendas
  6. Aid in the generation of lead retrieval reports, competitive show analysis, and medical rate studies
  7. Gather stats for submission of client reports for Industry Publications and Awards (TSE, TSNN, Awards Programs)
  8. Gain some experience in sales by conducting outreach to past exhibitors/sponsors and monitoring Driftbot online chat to determine interest and respond to prospects
  9. Setup email campaigns/lists for Sales Managers in Engage
  10. Other duties as assigned

Qualifications (computer & communication skills, training, certification, etc.):

  1. Adept in using a CRM system, Excel, Power point and all Microsoft office programs.
  2. Strong organizational skills and the ability to manage and prioritize multiple tasks
  3. Customer service orientation
  4. Strong writing and communications skills

Education and/or Experience:

  1. 1-2 years of work experience preferably in a service- oriented environment working with clients/customers
  2. Experience in the meetings/events industry is helpful but not required
  3. Office support/administrative experience is a plus

Travel Required: 15%

FLSA Status: Non-exempt

TO APPLY: Please visit here.

Director, Attendee Registration Services – National Retail Foundation, Washington, DC

Director, Attendee Registration Services

The National Retail Federation (NRF) has represented retail for over a century. Every day, we passionately stand up for the people, policies and ideas that help retail thrive. As the nation’s largest private-sector employer, retail contributes $2.6 trillion to the annual gross domestic product (GDP). No other industry comes close. Wherever the industry goes, the nation follows — so we’re committed to helping retail go further.

NRF is seeking a Director of Attendee Registration Services to join its high paced, best in class Conferences Department. The Director will be responsible for managing registration (pre, onsite & post event), housing (city-wide events only, post contracting) and transportation services.

Essential Functions

  • Writes RFPs, negotiates vendor contracts, and supervises vendors for registration, housing (city-wide) and transportation services.

  • Supervises staff leads needed for onsite execution (international registration, satellite registration etc.)

  • Develops accurate budgets, reconciles monthly financial reports, submits timely budget projections, manages/reduces expenses; reviews post-show registration and financial data and finalizes post show reports

  • Manages pre and onsite registration (including satellite registration)

  • Monitors and manages hotel bill (city-wide) reconciliation/payment, including revenue from convention services subsidies and revenue share from registration & housing contractors

  • Reviews and approves expense reports for staff travel covered by Conferences budget

  • Researches and analyzes innovative technology to ensure process efficiency; partners with internal stakeholders and external vendors on registration strategy

  • Analyzes registration data, develops reports and tracks registration trends for forecasting

  • Provides accurate and timely specs to vendors

  • Creates weekly registration reports and disseminates to appropriate staff

  • Determines registration schedules and registration layout based on event schedule

  • Develops training materials for staff and temporary personnel for onsite registration at events

  • Edits/proofs conference and marketing materials for NRF events

  • Acts as liaison between NRF staff and Registration company to create required discount codes and appropriate communications with attendees to simplify the registration process

  • Reviews and improves all attendee communication both internal and that which comes from vendors on our behalf (confirmation letters, auto replies etc.)

  • Identifies and implements services to improve customer satisfaction at events

  • Ensures compliance with Americans with Disabilities Act

  • Performs other duties as assigned

Background/Skills/Abilities

  • Bachelor’s degree or equivalent meeting planning experience

  • Minimum 7 years of experience with 4 or more years of supervisory experience

  • Must have direct responsibility for registration, housing, and transportation services for large city-wide events

  • Demonstrates above average organizational and planning skills with great attention to detail

  • Able to successfully negotiate contracts and manage outside vendors

  • A team player with strong interpersonal (written and oral communication and decision-making) and a high level of professionalism

  • Extensive knowledge of MS Office and familiarity with databases is a must

  • Excellent time management skills, adherence to deadlines and is persistent in following up

  • Committed to providing excellent customer service

  • Significant travel required

National Retail Federal offers a comprehensive benefits package that includes focus on work/life satisfaction and balance.

National Retail Federation (NRF) is an Equal Opportunity Employer. NRF is committed to the policy of an equal employment opportunity in recruitment, hiring, career advancement, and all other personnel practices. NRF will not discriminate because of race, color, sex, national origin, religion, age, sexual orientation, disability, past or present military service, or any other characteristic protected by federal, state and local law.

TO APPLY: Please visit here.

Manager, Meeting Services – The Health Management Academy, Northern Virginia

The Health Management Academy (The Academy) brings together health system leaders and innovators to collectively address the industry’s biggest challenges and opportunities. By assisting executives in cultivating peer networks, understanding key strategic trends, establishing pragmatic partnerships, and developing next-generation leaders, our members are better positioned to lead industry transformation.

The Academy offers a dynamic atmosphere with significant opportunities for employees. If you are interested in contributing to a member-centric, creative, and collaborative workforce while deeply influencing top leaders and institutions in healthcare, The Academy could be the right place for you!

Position Summary. Reporting to the VP of Meeting Services, the Manager works directly with the Meeting Services and Educational Services teams to organize and coordinate Academy meetings and events. This role also works on special projects and provides administrative support to the team.

Primary Job Duties

  • Work closely with Meeting Services Directors and Vice President to prepare for and execute flawless meetings
  • Build and maintain relationships with high level health system executives & industry members
  • Assist Meeting Services Directors and Vice President with large Academy meetings
  • Manage logistics for small- medium size Academy meetings to include but not limited to, interpreting a hotel contract and BEO’s, creating a space grid to map out the program and room assignments, working within a budget, gathering, organizing and submitting meeting specifications to the hotel, selecting menus, onsite logistical and registration management
  • Create and maintain Cvent registration forms and reports
  • Coordinate and maintain member registrations (hotel, activities, dietary restrictions, etc.)
  • Create and maintain the Crowd Compass event app and website
  • Work with Forum Director to organize presentations and session materials for the meeting, and upload them to the mobile app
  • Prepare for and execute all aspects of an onsite meeting to include printing, verifying room set-ups, monitoring food & beverage, onsite attendee registration and customer support, etc.
  • Pull and create weekly meeting reports to include post meeting recaps
  • Update member directories, take inventory and order meeting supplies, print meeting materials, prepare meeting shipment
  • Other duties as assigned

Minimum Qualifications

  • Proficient in MS Office: Outlook, Excel, Word and PowerPoint
  • Familiarity with SharePoint, and Cvent software a plus
  • Demonstrated ability to execute tasks as directed
  • 2 – 4 years of corporate or association meeting planning experience
  • Familiarity with meeting budgets
  • Bachelor’s degree required

Travel Requirements. Approximately 10 weeks of travel (including air travel and overnight stays) may be required annually.

Benefits. The Academy recruits, rewards, and retains employees by leading the local labor market in total compensation, providing opportunities for employees to advance and develop their careers as a result of the fast-paced, high-growth, nature of our company. We are proud to offer a benefit package including comprehensive health benefits; a company matched 401(k); flexible benefits for dependent care, unreimbursed health care, and commuter expenses and paid time off program. In addition, eligible employees receive company paid: parking, life insurance, short-term disability, wellness program, and access to an on-site fitness facility.

The Academy is proud to be an Equal Opportunity Employer.

To Apply: Please contact Holly Metz, Staffing Consultant, at holly@hmacademy.com 

Most Valuable Kids Program Internship – Fall 2019

Organization: Most Valuable Kids

Location: Washington, DC

Compensation: Paid Internship – Stipend available at end of internship

Dates of Positions: August 2019– December 2019 (flexible)

Time Commitment: 10-12 hrs/week

Summary of Position: Most Valuable Kids, a national non-profit that distributes unused sporting and cultural event tickets to underprivileged children and active duty military, is seeking a qualified intern to assist with program management, tickets, fundraising events and more.

Supervisors:  Maggie Klee

To Apply:  Please submit resume and cover letter to maggie@mostvaluablekids.org

Duties:

  • Manage daily ticket distribution
  • Communicate with pro and college team partners and sponsors
  • Assist with general administrative tasks related to ticket donations and donors
  • Assist with fundraising and event planning
  • Run all social media accounts
  • Provide analytical support on ticket donations, donor and team reports
  • Field phone inquiries
  • Manage data entry
  • Perform other duties as assigned

Benefits:

  • Exposure to and interaction with several different prominent sporting teams, event venues and nonprofit organizations throughout the DC/Metropolitan area
  • Opportunity to gain sports industry and ticket experience
  • Ability to receive college credit
  • Computer will be provided for use during the internship
  • Flexible schedule
  • Stipend available at the end of the semester

Qualifications:

  • Excellent communication and problem-solving skills are a must
  • Knowledge of Microsoft office – word, excel, power point etc.
  • Organization skills with attention to detail and ability to multi-task a must
  • Driven self-starter with a strong desire to learn
  • Candidates should be timely and have a positive attitude

Meeting Coordinator – Federation of American Societies for Experimental Biology (FASEB), Bethesda, MD

The Federation of American Societies for Experimental Biology (FASEB) Meetings Team (Office of Scientific Meetings and Conferences) is looking for a Meeting Coordinator with the experience and self-starting attitude that will support multiple projects and clients – a master multi-tasker who can change gears in an instant while maintaining the integrity of the work performed. Our team works in a client-driven environment with high expectations. Communications skills are critical; presenting an upbeat attitude while handling competing deadlines, adjusting to quickly changing priorities, and performing under demanding expectations are a must. A FASEB Meeting Coordinator is prepared, responsive, and willing to meet new challenges. With constant changes in technology and high client expectations, the ideal candidate will need to adapt to change and be quick to learn. We are looking for team member that not only completes the task but contributes to enhancing the process; a candidate that uses their creativity and skills to present exceptional output taking pride in the work performed.

Job Description can be found, here.

If interested, please apply on the FASEB website: http://www.faseb.org/About-FASEB/Careers.aspx

Events & Operations Associate – Society for Science and the Republic (Society), Washington DC (July 7 2019)

This position supports the day-to-day operations of the Events & Operations (E&O) department of the Society for Science & the Public (Society). The E&O team manages event logistics and operational needs for nearly 50 meetings and events annually. The largest of these events are the Society’s science competitions for middle and high school students: the International Science and Engineering Fair (8,500- 10,000 attendees annually), the Regeneron Science Talent Search (100 attendees annually + a gala for 750), the Broadcom MASTERS (100 attendees annually), the Research Teachers Conference (200+ attendees annually), and Advocates program (65 attendees annually). Other meetings and events include monthly staff gatherings, site visits, volunteer committee and judging meetings, and internal meetings of size that require catering and set up support.

Essential Functions

  • Provide administrative and logistical support to the E&O department including securing and managing ground transportation, placing catering orders including writing BEO’s, setting up direct billing with hotels and vendors, developing invitations and guest list management, and helping with large scale
  • Provide data support such as maintenance of program and production schedules
  • Create rooming lists and serve as the liaison for housing registration and subblock coordination of the Society’s education programs in accordance with the housing management company as required.
  • Reconcile hotel and other large billings as well as mitigate billing
  • Track payments to all vendors and help manage budgets
  • Work with program managers to plan small meetings including those for judge and other volunteer committees
  • Review and request updates for internal event-related website posts and links
  • Manage the Society’s internal events calendar
  • Coordinate all Society office events such as the quarterly Town Hall meetings, monthly birthday parties, holiday party and summer event
  • Collaborate with the Chief of Event Planning & Operations on the advancement of the Society’s Culture Committee and upcoming Centennial Celebration
  • Provide customer service by responding to phone and email inquiries from internal and external stakeholders
  • Coordinate hotel stays for guests of the Society throughout the year
  • Complete other projects and administrative duties as assigned
  • Support the operations side of the team as needed by helping with mailings, materials and asset management, and covering the switchboard when needed
  • Attend all education programs, which require at least three weeks of mandatory travel annually

Competencies

  • Strong communications skills (written and oral)
  • Excellent organizational and time management skills
  • Demonstrates abilities to work with others as a team, to multi-task and to be a self-starter
  • Affinity for the educational, science, and outreach goals of the Society

Prior Education and Experience

  • Undergraduate degree required
  • Computer proficiency including: Microsoft Office (Outlook, Word, Excel, PowerPoint) required
  • General knowledge with Google Drive, Wrike, and coding efficiency
  • Database knowledge (Access, The Raiser’s Edge, Salesforce or other database software) is preferred
  • General accounting skills are helpful
  • Project management education/experience is preferred

To Apply

Please send a cover letter with salary requirements and resume to career@societyforscience.org. No phone calls please.

About Society for Science & the Public

Society for Science & the Public (Society) is a nonprofit 501(c)(3) membership organization dedicated to public engagement in scientific research and education. Our vision is to promote the understanding and appreciation of science and the vital role it plays in human advancement; to inform, educate, and inspire. We do this work through our award-winning Science News media group and world-class science competitions: the Regeneron Science Talent Search (STS), the Intel International Science and Engineering Fair (Intel ISEF), and Broadcom MASTERS (Math, Applied Science, Technology and Engineering for Rising Stars). Intel ISEF and Broadcom MASTERS begin at local, regional, state, and national fairs that affiliate with the Society to participate. This network includes more than 400 science fairs representing more than 70 countries, regions, and territories.

The Society is an Equal Employment Opportunity Employer – Society for Science & the Public is committed to equal employment opportunity. In order to provide equal employment and advancement opportunities to all individuals, the Society does not discriminate against employees or applicants for employment on any legally recognized basis, including but not limited to: veteran status, race, color, religion, gender, marital status, sexual orientation, gender identify or expression, ancestry, national origin, disability, personal appearance, family responsibilities, matriculation, political affiliation, age and/or any other categories protected by the laws of the United States or the District of Columbia.

Senior Meetings Manager – NTCA – The Rural Broadband Association, Arlington, VA  (6/24/2019)

NTCA – The Rural Broadband Association is seeking a motivated and experienced meeting planner to organize, coordinate, and execute all aspects of association events.

A successful candidate will have excellent people, time management and organizational skills, as well as a high attention to detail. A minimum of 8+ years’ experience in the meetings industry is required and applicant must have excellent verbal/written communication skills, be able to manage multiple concurrent projects, and be willing to travel. CMP is preferred but not required.

Why work for us?

NTCA cultivates a positive work environment that embodies a culture of respect, collaboration, communication and innovation. You will join a team that values efficient work, rewards initiative, and recognizes that employees at all levels contribute to the overall success of NTCA and its members.

NTCA offers competitive salary and excellent benefits, including health and wellness plans, Metro/parking subsidy, flexible work schedules, various retirement savings options, and many more. We are located in a modern office within short walking distance of the Ballston Metro Station and the newly renovated Ballston Common. To learn more, please visit our website at http://www.ntca.org

E-mail cover letter, resume and salary requirements to hr@ntca.org.

Coordinator, Event Sales – Association of Zoos and Aquariums, Silver Spring, MD  (6/24/2019)

The Association of Zoos and Aquariums (AZA) has an exciting opening for a Coordinator, Event Sales. This position will coordinate the sale of exhibits and advertising to commercial members and non-members, as well as other affiliated organizations. The Coordinator, Event Sales will have a deep understanding of why organizations should exhibit at the AZA Annual Conference, Mid-Year Meeting, advertise with AZA, and support various activities throughout the year. The Coordinator will be an active member of the Events Team and the Member Services Department, reporting to the Director, Business Development and Marketing. The AZA Annual Conference is held in early September and attracts 3,000+ attendees and 250+ exhibiting companies. The Mid-Year Meeting is early spring and attracts 1,000+ attendees and 35+ exhibiting companies. Travel is required for both.

Essential Duties and Responsibilities: In collaboration with the Director, Business Development and Marketing, this position is responsible for the:

Sales

  • Fulfillment of exhibiting, advertising and sponsorship sales for all AZA conferences and meetings.
  • Analysis and development of new business strategies for exhibits, advertising and sponsorships, converting prospects into clients across all platforms.
  • Management and fulfillment of collateral for exhibit, advertising and sponsorship sales, including the procurement of onsite signage and materials.
  • Coordination of ad contracts, artwork, placement and tear-sheet delivery for both conference publications and Connect magazine.

Relationship Management

  • Customer service, management of email and phone inquiries, as well as in-person support during AZA conferences and meetings.
  • Member service support of Commercial members with inquiry and request throughout the year, including the development and delivery of their targeted, monthly e-newsletter.

Administration

  • Administrative and operational duties supporting the successful acquisition, fulfillment, billing, and revenue collection associated with exhibit, advertising and sponsorship sales.
  • In collaboration with the Events Team , develop exhibit hall floorplans and pre-conference planning materials, including communications, service kits and reminders.
  • Administering the sales modules in Netforum and eShow. Ensure accurate record keeping, maintenance and data quality.
  • Surveying, analyzing and evaluating performance and trends of all marketing and promotional efforts to grow outside sales for conferences and meetings.
  • Providing quality assurance reviews of advertising specs in printed publications.

Minimum Qualifications (Knowledge, Skills, and Abilities)

Knowledge, Skills And Other Characteristics

  • Demonstrated skills in the use of the internet applications, databases and CRM tools (Excel, eShow/Netronix, Salesforce.com and NetForum preferred) to gather and analyze data.
  • Excellent verbal and written communication skills, with a high-level of customer service.
  • Creative problem solver with superior organizational skills, analytical abilities, strong attention to detail, and ability to handle multiple projects.
  • Self-motivated with ability to work independently.
  • Ability to work well under pressure in a fast-paced environment while meeting deadlines.
  • Skill in establishing and maintaining effective working relationships with staff, members and vendors.
  • Strong analytical skills with the ability to collect, organize, analyze, and disseminate significant amounts of information with attention to detail and accuracy.
  • Willingness to travel.

Minimum Training And Experience

  • Bachelor’s degree
  • 2-3 years direct experience or equivalent working in administration of events, business development or sales. Non-profit, Association background preferred.
  • Experience working with third-party vendors, including general service contractors and exhibit sales technology providers.
  • Proficiency with Microsoft Office (Word, Excel)

Physical Demands and Work Environment: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

Note: This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

To apply, please forward cover letter and resume to Melissa Howerton, SVP Member Services at mhowerton@aza.org. No phone calls please.

Operations Coordinator – National Association of Home Builders, Washington, DC  (6/24/2019)

The National Association of Home Builders is accepting applications for a Convention Operations Coordinator to work on the NAHB International Builders’ Show and Board of Directors’ Meetings. This important position coordinates specific components (temporary staffing, print production, association freight, VIP transportation, etc.), supports operations staff with other key components (registration, committee support, departmental administrative support, etc.) and assists in the overall management of the operations for the International Builders’ Show.

Candidates should have 1 – 2 years of experience working for tradeshows, meetings, conference or facilities management, or experience working for a tradeshow vendor (general contractor, CVB, hotel, etc.). Ideal candidates will have experience in print production, database structure and connectivity. Knowledge of MS Office 2013 (Word, Excel, Access, Outlook, etc.) required. A working knowledge of Adobe Creative Suite and EventXL is a plus. Bachelor’s Degree preferred. CEM or CMP certification a plus. All candidates must have a willingness to learn, hit the ground running and contribute immediately. Some travel is required.

To apply, please visit nahb.org/jobs.

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