Director of Meeting Logistics, Executive Networking Groups – National Association of Home Builders (posted 6/1/2026)
NAHB is seeking a Director of Meeting Logistics to lead the planning, coordination, and execution of meeting logistics for NAHB’s Executive Networking Groups. This role is responsible for overseeing the logistics team and ensuring that club meetings are planned and executed accurately and in accordance with established program procedures. This role is unique in its oversight of the full logistics lifecycle – from hotel sourcing, contract negotiation, registration coordination, room block management, meeting specifications, transportation arrangements, invoice reconciliation, and club billings – while also serving as the key staff person responsible for strengthening logistics processes, supporting staff development, and ensuring a high-quality member experience.
Key Duties and Responsibilities
- Manage the day-to-day operations of the Executive Networking Groups logistics team, including direct supervision, training, guidance, and support of meeting managers responsible for club meeting logistics.
- Oversee the hotel sourcing and site selection process for club meetings, including venue recommendations, hotel availability reports, contract requests, and final contract execution.
- Responsible for the oversight, management, and execution of approximately 100 hotel contracts per year, ensuring that all contracts follow legal and internal accounting requirements, include negotiated terms and concessions, and meet established deadlines.
- Ensure meeting managers are trained in program policies and procedures, NAHB requirements, logistics timelines, registration processes, room block management, meeting specifications, banquet event orders, transportation arrangements, and club billing procedures.
- Monitor logistics deadlines, deposits, invoices, contract schedules, required reports, and post-meeting reconciliation to ensure work is completed accurately, on time, and in accordance with established procedures.
- Oversee the timely processing of hotel deposits and invoices and ensure club billings accurately reflect meeting expenses, so NAHB is reimbursed by club members for expenses paid prior to the meeting.
- Work closely with meeting managers to resolve logistics-related issues, support consistent application of program policies, and ensure quality customer service is delivered to club members.
- Develop and maintain strong working relationships with program facilitators to ensure club needs are met and facilitators are prepared for onsite meeting execution.
- Assist the AVP, Executive Networking Groups with strategic objectives, process improvements, committee support, program expansion.
- Travel of up to five (5) nights at the annual International Builders’ Show to support program delivery.
Preferred Skills
- Demonstrates strong initiative, sound judgment, and the ability to manage multiple meetings, contracts, deadlines, and stakeholder expectations with accuracy and professionalism.
- Ability to lead, train, motivate, and support staff while fostering accountability, collaboration, and consistent application of program procedures.
- Strong knowledge of hotel sourcing, contract negotiation, meeting specifications, banquet event orders, room block management, transportation logistics, invoice reconciliation, and meeting billing processes.
- Experience managing budgets, meeting expenses, accounts payable processes, and post-meeting billing reconciliation.
- Demonstrated ability to communicate clearly and professionally, including the ability to manage difficult conversations and resolve meeting-related issues with a solution-oriented approach.
- Ability to build and maintain positive working relationships with members, volunteers, facilitators, staff, hotels, speakers, restaurants, transportation providers, and other organizational partners.
Qualifications
- Bachelor’s degree in management, conference planning, hospitality, event management, or a related field, or an equivalent combination of education, training, and experience.
- Minimum of five years of association meeting planning, conference planning, hospitality, or related logistics management experience.
- Experience with hotel contract negotiation, meeting specifications, banquet event orders, transportation logistics, room block management, and meeting expense reconciliation is required.
- Strong customer service orientation, excellent attention to detail, and effective written and verbal communication skills are required.
- Experience working with member volunteers, association members, or similar stakeholder groups as well as supervising staff and managing team performance is preferred
To apply please visit https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=69f9c81f-c48a-43a4-a3b0-b63a02e212b9&ccId=19000101_000001&lang=en_US&jobId=583926
Meetings Coordinator – Optica, Washington DC (posted 6/1/2026)
The Meetings Coordinator provides essential logistical and administrative support for assigned meetings and programs, assisting the Meetings team throughout all phases of event planning and execution. This role is responsible for coordinating shipping, maintaining event materials and inventories, supporting special events and conference logistics, and ensuring timely completion of assigned tasks and deliverables.
The Coordinator works closely with meeting managers, vendors, and internal teams to support successful event operations while maintaining accurate records, timelines, and communication. This position serves as a key operational resource, providing on-site support to ensure a smooth, organized conference experience.
RESPONSIBILITIES:
Conference Logistics and Project Support
- Provide logistical support for assigned conferences and programs
- Assist with the development and implementation of signage plans and coordinate production and delivery
- Coordinate local vendors and service providers, as directed
- Support fulfillment of vendor contract specifications and service deliverables
- Maintain project timelines and track completion of assigned tasks
- Provide on-site support, including coordination of room sets, audiovisual needs, catering, and registration materials
- Assist with maintaining records and documentation related to event operations
- Support team efforts to ensure a positive attendee experience
- Perform additional projects and responsibilities as assigned
Special Events
Coordinates logistical planning and execution for assigned special events at conferences, including receptions, workshops, lab tours, banquets, and networking functions.
Responsibilities include:
Assist with sourcing venues and service providers Support development and tracking of event budgets and timelines Coordinate catering, transportation, and other event services as directed Manage registration or RSVP processes and attendee communications Provide on-site coordination to support successful event execution Track attendance and assist with post-event documentation
OFC Exhibitor Meeting Room Coordination
Oversee OFC exhibitor meeting room assignments, managing the process from contract through on-site execution.
Responsibilities include:
Partner with Sales and Logistics teams to assign exhibitor meeting rooms based on requirements and availabilityCoordinate with venues and vendors to ensure all meeting room information, setup details and requirements are received and communicated accuratelyServe as the primary point of contact for exhibitors regarding meeting room questions and support before, during and after the eventMaintain meeting room schedules, tracking documents and related communicationsProvide on-site support to ensure smooth meeting room operations and resolve issues as needed
Shipping and Materials Management
Serves as the primary coordinator for shipping and inventory management for all department events.
Responsibilities include:
- Coordinate shipment of conference materials to and from event locations
- Prepare shipping labels and establish shipment timelines and deadlines
- Serve as the primary point of contact with shipping vendors
- Track shipments and confirm delivery to event locations
- Coordinate return shipments following events
- Maintain shipping inventories and ensure meeting materials remain organized and accounted for
- Identify event-related technology or equipment needs and coordinate orders with appropriate teams
- Maintain and update shipping procedures and documentation (SOPs)
Website and Mobile App Support
- Update and maintain conference web pages related to special events, housing and travel information
- Assist with the development, testing and deployment of the meeting mobile app
- Ensure timely and accurate updates to digital platforms as directed
Vendor and Resource Coordination
- Maintain and update contact lists for local vendors, venues, and service providers
- Confirm and document negotiated corporate rates with local hotels, as directed
- Track and maintain records related to hotel reward programs and travel discount partners
- Collect and update meeting-related discount codes and vendor information
- Maintain organized records and reports for internal use
EDUCATION AND EXPERIENCE
Bachelor’s degree required
- 1–2 years of meeting, event, or administrative coordination experience preferred
- Internship or volunteer experience supporting events or working with committees is beneficial
- Association or nonprofit experience preferred
SKILLS AND ABILITIES
Strong organizational and time-management skills
- Attention to detail and ability to manage multiple tasks simultaneously
- Clear written and verbal communication skills
- Ability to follow established processes and maintain accurate records
- Ability to work both independently and as part of a team
- Ability to travel approximately 25%
- Proficiency in Microsoft Office and database or event management systems
- Strong customer service orientation
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