Events Coordinator
Society of Naval Architects and Marine Engineers (SNAME)
Alexandria, VA

The primary function of this position is to provide general logistical and administrative support for a variety of SNAME meetings and events. The Events Coordinator works with staff, key stakeholders and members, vendors, attendees, exhibitors and speakers on several aspects of logistical planning, registration, and travel arrangements for a variety of SNAME events.

The ideal candidate is organized, energetic, customer service savvy, and detailed oriented. This position is an exciting opportunity for a person with a can-do attitude who works thoughtfully and efficiently on several projects at one time; is results-oriented; has strong time management skills, and brings enthusiasm to the job. Domestic travel to SNAME events or other professional events may be required during week-ends and holidays. This position reports to the Director of Events. SNAME is an equally opportunity employer and offers a competitive salary and excellent benefits.

Responsibilities

  • Assist with development and management of event logistical planning to include: registration, accommodations, catering, décor, entertainment, seating and onsite and offsite event management.
  • Provide administrative support for mailings, general correspondence, website updates, mobile applications, historical information/reporting, inventory of supplies, and materials for events, RFP’s for required vendors, preparing conference materials, serving as the department web liaison.
  • Act as lead for some SNAME events.
  • Create a variety of forms and documents for events as needed.
  • Field and respond to all event inquiries and requests.
  • Generate lists and reports as needed for registration, housing, speakers and VIPs.
  • Organize, prepare, run and ensure accurate meeting-related communications with registrants and internal staff.
  • Create/edit event content for weekly newsletters.
  • Other duties as assigned.
  • Bachelor’s degree + 1 years’ experience preferred or equivalent experience in a professional events and/or communications setting.
  • Demonstrated written and oral communication skills.
  • CMP/CEM or matriculating toward certification a plus.
  • Strong PC skills including MS Office 365.
  • Knowledge of NetForum & Higher Logic a plus.

About Society of Naval Architects and Marine Engineers (SNAME)

We are a professional technical Society that supports naval architecture and marine engineering with main offices in Alexandria, VA. We are international with more than 6,500 members in active local sections that host events designed to stimulate professional development, create and distribute technical content, educate and lead our profession. We publish academic as well as contemporary business works, hosting a modern web and media presence. We are expanding our educational, professional development, outreach, and scholarship portfolio. Our members can be found working in all lifecycle phases of all vessel types and other waterborne assets.

Manager of Trade Show and Meetings
Association of the Wall and Ceiling Industry
Northern VA

The Manager of Trade Show and Meetings has the responsibility to market and sell booths for the industry’s national trade show, manage the trade show floor space, and trade show logistics.  Additional responsibilities include cultivating exhibitor relationships, speaker coordination, preparing broadcast marketing, reconciling booth payments, sending RFPs for committee meetings and conference management. The position requires a self-starter with excellent verbal and written communication, interpersonal, organization and follow-through skills and intermediate level experience with Microsoft Office. Trade show management software experience such as a2z is a plus.

  • Bachelor’s degree
  • Minimum of two years prior experience in exhibits and/or meeting coordination
  • Prior trade or professional association experience desirable
  • Excellent written and verbal communication skills with the ability to communicate professionally and provide a high level of customer service
  • Advanced computer skills and proficiency with the Microsoft Office Suite
  • Strong organizational and time management skills with an emphasis on accuracy and attention to detail
  • Strong sense of urgency and problem solving skills
  • Highly dependable and reliable with regard to work schedule and ability to meet project deadlines
  • Highly motivated; able to work independently and in a team environment
  • Ability to travel a few times per year

NOTES: Additional Salary Information: Medical, Dental and Vision insurance-employer paid the premiums, 401(k) and incentive compensation. Free office parking. Vacation and paid sick leave.

About Association of the Wall and Ceiling Industry

The Association of the Wall and Ceiling Industry is an international trade association representing wall and ceiling building contractors, suppliers and manufacturers primarily in the United States and Canada. The mission of AWCI is to provide services and undertake activities that enhance the members’ ability to operate a successful business.

Meetings Assistant
The Institute for Operations Research and the Management Sciences
Catonsville, MD

The Institute for Operations Research and the Management Sciences (INFORMS) the largest society in the world for professionals in the field of operations research (O.R.), management science, and analytics is searching for a Meetings Assistant.

This position is responsible for providing administrative and meeting support to the Meetings Department.    The primary duties are summarized below but the role also includes other duties as assigned.

GENERAL ADMINISTRATIVE AND MEETING SUPPORT

  • Provides overall administrative support to department as needed.
  • Assist with meeting materials including signage, badges, lanyard and conference bag production.
  • Enters conference information on Conference Calendar.
  • Ensures Conference Calendar is up-to-date with conference listings.
  • Participate in ongoing training for Association Anywhere and future systems to stay up to date on system and reporting capabilities and new uses or methods to improve efficiencies.
  • Responsible for meeting materials shipments. Point of contact with General Contractor for coordination of shipment to INFORMS meeting venues.
  • Disseminates shipping information to INFORMS staff and coordinates pick-up, delivery and return of meeting materials from INFORMS to Convention Center and back.
  • Liaises with appropriate INFORMS resources from IT, Membership, Finance, and Marketing to ensure seamless integration of meeting efforts.
  • Recommend and order conference give away items including bags, portfolios and other branded items as requested.
  • Assists Exhibits Manager with the coordination and pricing of sponsor activities.
  • Contribute to ongoing process and procedure updates, changes, and development.
  • Work with CVB’s and hotels to arrange site visits for meetings department staff.
  • Handles VIP transportation to/from meetings.
  • Negotiates the purchase of supplies and services.
  • Researches, selects and oversees design/production of registration materials, including bags, badges, ribbons, lanyards, etc.
  • Contribute to continual process improvement through idea generation, new technology and creative ideas to impact efficiency and the stakeholder’s experience.

 ABSTRACT ADMINISTRATION

  • Learn abstract system to assist and provide back-up support as needed.
  • Participate in ongoing training in OASIS abstract submission system to support administration functions, provide assistance to submitters and support team members on other related duties as assigned.
  • Support may include:
    • Entering authors, titles and abstracts submitted by email; and quality check for errors.
    • Provide customer service to presenters, authors, cluster and session chairs via email, phone and fax.
    • Quality checks online submissions from presenters and chairs, to ensure completeness, proper formatting and any other potential data issues.
    • Contacting submitters to request missing information.
    • Assist with schedule data input as directed.
    • Assist with program changes from preliminary to final program, i.e., new or cancelled sessions/ abstracts, authors, session chairs, etc.
    • Assist proofreading program pages and related web content; makes necessary edits.
    • Tracks changes from final program to addendum.

 REGISTRATION ADMINISTRATION

  • Learn registration/membership system to assist during peak periods and back-up support as needed. This may include queries, payments and post meeting reports.
  • Works with Meetings, Finance and Customer Service to support registration fee reconciliation, provide conference information and updates, answer questions and ensure smooth flow of information between departments.
  • Assists with preparation of onsite materials including reports, handouts, badges, and invitation letters.
  • Provide onsite support and customer service at the registration desk as needed.

 KNOWLEDGE AND SKILLS REQUIRED:

  • 3 – 5 years Administrative experience, meeting/event experience a plus.
  • Ability to work in database systems and abstract systems, ability to provide information, troubleshoot and create reports.
  • Excellent organizational skills and precise attention to detail are required.
  • Must be able to multi-task, produce consistently accurate work, and be self-directed and able to work independently without close supervision.
  • Must work well as a part of a cohesive team, especially during peak periods.
  • Excellent customer service skills and experience.
  • Must have strong verbal and written communication skills; strong proofreading and quality control skills required.
  • Must be proficient in Microsoft Office and experienced with membership or meeting registration database software.
  • Flexibility to travel 10%, domestic and international

PHYSICAL REQUIREMENTS:

Must have the ability to perform moderately strenuous activities including, but not limited to, sustained activities (continual bending, stooping, exhibit booth staffing), lifting and moving packages up to 25 lbs. (exhibition display cases, printed material boxes, etc.)

JOB REQUIREMENTS:

Bachelor Degree in applicable area or related discipline preferred.

Minimum of 3-5 years’ experience in customer service and in meetings support preferred.

Demonstrated knowledge of database management preferred.

Meeting and Event Planner, Mid
Booz Allen Hamilton
Washington, DC

Booz Allen Hamilton has been at the forefront of strategy and technology for more than 100 years Today, the firm provides management and technology consulting and engineering services to leading Fortune 500 corporations, governments, and not-for-profits across the globe. Booz Allen partners with public and private sector clients to solve their most difficult challenges through a combination of consulting, analytics, mission operations, technology, systems delivery, cybersecurity, engineering and innovation expertise.

Meeting and Event Planner, Mid Key Role:

Assist the meetings and special events manager with the planning and execution of logistics for onsite and offsite meetings, program reviews, workshops, interviews, and other events. Assist with onsite selection, food and beverage selection, and make arrangements for audio-visual, transportation, and other services. Keep track of all expenses and assist with conducting reconciliations and preparing reports on activities costs. Support the coordination, arrangement, and contracts for major hotel accommodations and services. Manage federal travel and reimbursement process for meeting attendees. Provide back-up support to front office team members. This position is located in Washington, DC.

Basic Qualifications:

  • 3+ years of experience with meeting or event planning
  • Experience with Microsoft Office, including Word, Excel, PowerPoint, and Outlook
  • Ability to work individually and as part of a team to execute tasks
  • Ability to multi-task and pay strict attention to details
  • Ability to obtain a security clearance
  • BA or BS degree

Additional Qualifications:

  • Knowledge of federal meeting planning principles a plus
  • CMP or CGMP Certification preferred

Clearance:

Applicants selected will be subject to a security investigation and may need to meet eligibility requirements for access to classified information.

Integrating a full range of consulting capabilities, Booz Allen is the one firm that helps clients solve their toughest problems by their side to help them achieve their missions. Booz Allen is committed to delivering results that endure.

We are proud of our diverse environment, EOE, M/F/Disability/Vet.

Apply Here: https://bah.wd1.myworkdayjobs.com/en-US/BAH_Jobs/job/USA-DC-Washington-950-LEnfant-Plz-SW/Meeting-and-Event-Planner–Mid_R0011838-1?source=JB-14400

Director, Meeting Planning & Services
NAFSA: Association of International Educators
Washington, DC

Position Summary:  Reporting to the Senior Director, Conferences & Meetings, the Director of Meeting Planning and Services contributes to the planning and production of the annual conference and smaller meetings of the association, taking the lead on logistics for specific areas, budget planning, and managing outside service contractors.

The Director of Meeting Planning & Services manages a variety of features related to producing NAFSA’s Annual Conference in addition to managing several smaller meetings conducted by the Association including Board of Directors, committee, and professional development meetings. This role serves as back-up in cases where the Senior Director is unavailable.

Position Responsibilities

I. Leads logistics management for key areas in the production of the annual conference.

  • Schedules and determines logistical arrangements for annual conference leadership meetings and NAFSA-affiliated functions.
    • Ensures that all meetings are scheduled accurately and with required specifications.
  • Produces timelines (internal to conferences and meetings department and association-wide) and meeting resumes.
  • Provides pre- and on-site management of meeting logistics, including meeting room set-ups, audiovisual requirements, catering, temporary staffing services, destination management companies, and transportation at assigned facilities including convention center and headquarter hotel(s).
    • Coordinates logistical requirements with convention services and meeting facility staff.
    • Monitors performance of onsite service providers and conference-related vendors and ensures that agreements and contracts are fully executed.
  • Serves as core contact for logistics requirements and arrangements for plenary speakers and VIPs prior to and onsite at the Annual Conference.
    • Ensures that requirements are executed accurately and to the satisfaction of plenary speakers and VIPs.
  • Develops and produces timeline for updating annual conference Web site.
    • Develops and manages content with Web and marketing directors.

II. Compiles annual conference budget with Senior Director.

  • Provides oversight of conference and meeting expenses.
    • Reconciles expenses and maintain conference archives and historical information.
    • Ensures that expenses incurred are accurate.
  • Determines additional staffing needs for Annual Conference and supervises onsite paid temporary staff.
    • Ensures adequate staffing for onsite conference-related tasks.
  • Manages all site visits and pre-planning meetings related to the annual conference venue with the host convention and visitors bureau.
  • Acts as staff liaison to Local Arrangements Team (LAT) in defining job descriptions and volunteer assignments related to the annual conference and expo.

 III. Takes the lead in soliciting proposals from specific vendors for the annual conference and local meetings.

  • Researches availability and solicits vendor-related proposals, contracts, and agreements for the annual conference and other meetings including hotel facilities, catering services, destination management, including shuttle service, entertainment, audio visual, EMT services, sign language interpreters, temporary workers, and special event venues.
  • Serves as onsite liaison to specific vendors and contractors.
    • Ensures coordination between NAFSA staff, vendors and contractors
    • Maintains continuous contact with vendors and contractors
    • Troubleshoots with vendors and contractors to address challenges
    • Develops and implements immediate action plans to address challenges
  • Negotiates and contracts for meeting space rental and guestrooms, signs banquet event orders, and coordinates travel requirements for NAFSA’s DC-based meetings.

IV. Assists the Senior Director in leading the Conferences and Meetings Department.

  • Assists the Senior Director in managing the department and supervising staff.
    • Supervises the manager, senior coordinator and registration/housing specialist.
    • Clearly communicates association and department goals, objectives, and strategies to other members of the department and other staff members.
  • Drafts plans for tasks, timelines, and resources of the Conferences and Meetings Department in the production of the annual conference.
  • Provides monthly updates on conference department activities for association staff.
  • Works collaboratively with staff, colleagues, and members.

V. Other tasks as assigned by the Senior Director and Chief Financial Officer.

Qualifications:

Required:

  • Bachelor’s degree or equivalent combination of education and experien
  • 5-7 years of professional meeting planning and management, including developing budgets and specifications, managing vendors and services providers, contracting for catering, guestrooms, and meeting rooms, and managing on-site logistics.
  • Demonstrated ability to develop complex timelines and project plans and ensure their implementation by numerous staff members and contractors
  • Demonstrated ability to manage costs and hold contractors to agreed upon services, budgets, and contracts
  • Demonstrated ability to work successfully with a variety of people in a variety of conference-related roles
  • Ability to represent the association effectively in working with host city providers and VIPs
  • Successful experience in employee supervision, coaching, and evaluation
  • Proficiency with database programs
  • Excellent written, oral, and interpersonal communication skills
  • Proficiency with Microsoft Office Suite

Preferred:

  • Experience working with volunteers in a membership organization
  • Experience or interest in international education
  • Experience with iMIS software
  • Experience developing content for the Web

To apply, submit your application (resume and letter of interest) to: hiringmanager@nafsa.org. Learn more about NAFSA at www.nafsa.org. Internal Number: DMPS-2017

About NAFSA: Association of International Educators

NAFSA: Association of International Educators is an organization of people dedicated to building a global community and fostering a more peaceful world through advancing international higher education. With more than 10,000 members, NAFSA is the world’s largest professional development and advocacy organization committed to international learning and creating a more globally engaged, welcoming, and educated United States. We are an organization of individuals who believe that: international education advances learning and scholarship; strengthens America’s diplomatic ties with countries across the globe and is an integral part of national security; and is essential for developing globally competent individuals. We believe that international education lies at the core of an interconnected world characterized by peace, security, and well-being for all. NAFSA is a workplace that not only appreciates diversity but believes it is our strength, and we strive to create an inclusive culture for all our team members. NAFSA is proud to be an Equal Opportunity Employer.

Manager, Meetings & Events
NCARB
Washington, DC

NCARB’s Administration Directorate has an opening for a Manager, Meetings & Events to plan and organize all aspects of Council meetings and events.

This individual ensures that all meetings and events align with Council goals, objectives, and quality standards. The Manager, Meetings & Events serves as the lead planner on the Council’s annual business meeting logistics and off site events, Board of Directors meetings, committee meetings, staff retreats, staff outings and other meetings as needed.

This is a highly collaborative role for a meeting professional who loves what they do, enjoys partnering with people and thrives on assisting and guiding them in successful planning and execution of their events. The meeting team supports a workforce of approximately 100 employees and approximately 300 volunteers. We take great pride in maintaining high standards of excellence, and are committed to best practices and providing high-quality services.

Requirements

  • Bachelor’s Degree; or, combination of substantial related experience, training, and education may substitute.
  • 5 or more years of relevant experience planning and organizing meetings and events with an established network of industry contacts. A proven ability to plan, manage, and deliver multiple meetings and events with a strong customer-centric mindset and strong attention to detail.
  • Enjoy working with people and can collaborate with wide range of professionals.
  • Resourceful with strong research and writing skills.
  • Ability to analyze data and provide recommendations.
  • Strong communication skills with ability to share and present information in thoughtful, clear manner.
  • Demonstrated proficiency using technology and a wide variety of software applications to include Adobe (PDF) Applications and Microsoft Office Suite to include Word, Outlook, Excel, and Power Point. Knowledge of Cvent preferred.
  • Ability to travel 10 – 20 % of time including weekends.

NCARB is an EEO employer committed to recruiting a diverse workforce. We offer a competitive salary and benefit package along with an excellent work environment including flexible work hours, smart benefits program, convenient metro-accessible location, and opportunity for professional growth and development.

To learn more or apply, please visit: http://ncarb.applybyweb.com/managermeetingsandevents/jobrequisitioninfo.html?JRID=628123

About NCARB

The National Council of Architectural Registration Boards (NCARB) is a nonprofit association located in Washington, D.C. Our mission is to protect the public health, safety, and welfare by leading the regulation of the practice of architecture through the development and application of standards for licensure and credentialing of architects. We work with leaders in the field to help shape the future of the architectural profession. We develop and recommend standards for registration and the practice of architecture.

Destination Sales Manager
Visit Alexandria
Alexandria, VA

Visit Alexandria promotes extraordinary Alexandria, Virginia as a premier destination for leisure tourism and groups.  Visit Alexandria is a leading edge DMO with a results-driven culture that encourages creativity, idea testing, agility and passion.

Our office is located in Old Town Alexandria, just minutes from Washington, D.C. Easily accessible by Metro, Alexandria’s historic streets, chic shopping, chef-driven restaurants and dynamic waterfront make it an extraordinary place to work.  Recent accolades include:  2017 Best Cities for Millennials in America (Alexandria #4)–Niche (2017) ;  2017’s Most Diverse Cities in America (Alexandria #21)—WalletHub ;  North America’s Coolest Downtowns (Old Town Alexandria #5)—Expedia Viewfinder (2017); America’s Most Attractive Cities (Alexandria #11)—Travel + Leisure  (2017).

Visit Alexandria seeks a creative and energetic Destination Sales Manager with the team’s passion, exceptional work ethic and collaborative mentality to sell and market Alexandria to groups. The ideal candidate will be a marketing-oriented sales manage who looks beyond traditional sales strategies to engage customers and secure new business in an ever evolving marketplace.  If you are excited to join our team and have proven success in hospitality or tourism sales, please read further.

Your Responsibility Highlights (include the following, but are not limited to)

Sales:

  • Develop and follow an effective direct sales plan to optimize existing market segment accounts and cultivate new business to include account management, prospecting, site inspections, tradeshows, sales calls, industry networking (committee participation), fam trips and signature events
  • Incorporate targeted sales and marketing communications and special promotions with emphasis on social media sales strategies to achieve individual and departmental goals
  • Develop strong product knowledge providing destination expertise to customers and partners; strengthen professional relationships with Visit Alexandria members and tourism partners to increase business, leverage budgets and gain exposure
  • Current market segment opportunities include Government, SMERF and the state of Virginia, however are subject to change based on candidates expertise
  • Achieve weekly/monthly/annual performance and production goals sales goals to include prospecting, sales calls, lead generation and definite bookings; responsible for submission of regular sales & productivity reports and quarterly action plans
  • Be extraordinary in all activities and willing to go beyond to stand out among the competition

Marketing

  • Assist V.P. Sales with identifying trends in assigned and other market(s) and generating supporting website and social media content; contribute on-going and innovative market strategies
  • Support V.P. Sales with content development and strategy for meetings website, blog, social media and advertising placements

Desired Skills & Experience

  • B.S. degree with a minimum of two years hospitality or tourism sales experience
  • Proven ability to achieve/exceed sales goals
  • Full understanding of sales and marketing strategies
  • Intuitive, creative and innovative in a fast pace environment
  • Excellent account and project management skills
  • Refined writing and verbal presentation skills
  • Proficiency with Microsoft Office, CRM software (preferred) and social media platforms (LinkedIn) as sales tools
  • Content planning for web, blog and social media experience a plus
  • Passion for Alexandria and tourism
  • Active participation in planner organizations such as MPI, PCMA, SGMP, etc. a plus

Our Culture

Visit Alexandria has a small and supportive team offering the candidate a sense of ownership and influence from day one. Candidates will find a friendly office culture which is high energy, creative and positive and encourages a well-balanced work-life.  The office is Metro accessible (Braddock Road) and bike friendly.

Compensation & Benefits

Salary commensurate with experience; annual bonus potential; excellent health, dental, and vision benefits; 401(k) match; generous vacation policy and paid wellness hours; paid transit or parking; and newly renovated fitness center.

To Apply

If you are someone who is positive, intuitive and seeking a position where you can make a difference, please forward resume, cover letter and salary requirements to: apply@visitalexva.com with Destination Sales Manager in the subject line.

Conference and Administrative Assistant
American Association of Colleges of Nursing
Washington, DC

The American Association of Colleges of Nursing seeks a Conference and Administrative Assistant to provide high-level support to AACN’s conference, member education and other departments for a variety of association activities.  Primary responsibilities will include supporting the Director of Academic Nursing Development in the area of conference program planning and speaker management; supporting the Conference Team on a variety of meeting planning activities and preparing, scheduling and staffing meetings and conference programs.  Duties include drafting and mailing speaker confirmation letters and conference materials; maintaining database and registration lists and assisting members and non-members with payments, refunds and cancellations.

Qualified candidates must have a bachelor’s degree with 1-2 years of experience in similar position; nonprofit background is preferred.  Strong computer and database skills preferred. Applicant must have exceptional organizational and analytical skills, as well as strong written and verbal communication skills. Please send cover letter and resume to: American Association of Colleges of Nursing, One Dupont Circle, Suite 530, Washington, DC, 20036 or email to jobs@aacn.nche.edu.

Additional Salary Information: Excellent Benefits; 100% employer paid dental and medical; 10% retirement match

About American Association of Colleges of Nursing

The American Association of Colleges of Nursing (AACN) is the national voice for America’s baccalaureate- and higher-degree nursing education programs.AACN’s educational, research, governmental advocacy, data collection, publications, and other programs work to establish quality standards for bachelor’s- and graduate-degree nursing education, assist deans and directors to implement those standards, influence the nursing profession to improve health care, and promote public support of baccalaureate and graduate education, research, and practice in nursing— the nation’s largest health care profession.

Education Manager
American Bakers Association
Washington, DC

The American Bakers Association, the advocate for the $102 billion grain based food industry, has an opportunity for an experienced, innovative, organized, motivated, self-starter for our Education Manager opening.

As the ideal candidate, you will have two to four years of demonstrated excellence and track record in supporting, organizing and executing modern education programs, and excellent technical writing and skills.  You will have the opportunity to enhance, develop and grow programming and member engagement.  As our Education Manager, you will collaborate with the Assistant Director of Education and Director of Meetings and Education, and you will report to the President & CEO.

In collaboration with the Assistant Director of Education, and the Director of Meetings and Education, major responsibilities would include:

  • Assist, contribute and implement education programming goals and strategic objectives.
  • Manage course content maintenance, development and execution of the Cookie & Cracker Manufacturing Course, Entry Level Training Program, and Intermediate Training Course, and other education programs as determined.
  • Assist and lead in the content development, program planning and onsite management of the annual Technical Conference.
  • Support and lead learning management systems (LMS) maintenance, development and enhancements.
  • Assist as liaison to the Education Committee.
  • Support events and meetings logistics.
  • Network with members at conferences and events to ensure an exceptional experience and gather feedback on areas for improvement.

You will have excellent written, verbal and computer skills.  Each day, you will look forward to positively collaborate with and support other ABA staff in our education program.  Your demonstrated ability to meet multiple deadlines and prioritize projects, and excellent attention to detail is one you easily and effectively use. Ideally, you will have association experience.

To be a top candidate, you will have proficiency in Microsoft Office 2016, and membership database software.  Ideally, you will have learning management software experience.  A plus for your candidacy are skills in desktop publishing such as Adobe InDesign.  You will have a relevant college degree, with education or business a great match.

Resumes can be sent to my email address- HR@americanbakers.org.

{Posted at the end of July}

Convention Services Manager
Visit Baltimore
Baltimore, MD

Summary:

As a member of the Convention Services team, this position will manage key responsibilities in assisting clients in the successful production of their meeting by working as a key contact once Baltimore has been selected as the meeting location.  Provides all aspects of logistical and attendance building, assistance and quality service to meeting coordinators from the planning stages to the completion of their meeting as well as communication to the hospitality community.  Leads the team effort in developing and executing effective and experiential site visits for Convention Sales and Services team.  Works assignments as directed by the Director of Sales and Services and/or the Associate Director of Convention Services.

Essential Duties and Responsibilities:

  • Responsible for servicing convention groups as assigned by the Director of Sales and Services and Associate Director of Convention Services;
  • Responsible for acting as the primary liaison between the customer and Visit Baltimore to offer and coordinate all aspects of our convention service program;
  • Establishes and maintains excellent relationships with member organizations and the community in general. Partners in increasing Baltimore’s share in convention sales and services. Acts as a liaison with local member firms offering products or services to meeting planners. Maintains contact with members to facilitate client requests and how to best collaborate to showcase the city on site visits. Attends necessary meetings and site visits of properties with new and current members and maintains a good working relationship with hotels, venues and members;
  • Meets with meeting planners to discuss convention needs and services. Attends pre-convention meetings at client’s discretion as well as acts as a back-up for trips scheduled for Director of Sales and Services and Associate Director of Convention Services;
  • Offers and provides clients with pre-convention promotional materials (pamphlets, stickers, banners, slides, photos, videos, and information kits) to encourage attendance at the meeting/convention. Offers and provides meeting planners with on-site material so attendees have concise information during their stay in Baltimore.  Processes invoice requests and invoices clients if required;
  • Coordinates all aspects of the welcome program (for qualified groups);
  • Works collaboratively with Director of Meetings and Conventions Marketing to ensure timely coordination and delivery of the attendee building platform, etc.;
  • Attends and participates in local host committee planning meetings with organizations that have definitely selected Baltimore for their meeting;
  • Processes requests to the Mayor and Governor offices for letters of welcome, appearance requests and/or proclamations. Acts as liaison between the Baltimore City contact and meeting planner;
  • Offers registration and housing services to clients and facilitates the introduction to the registration/ housing managers;
  • Offers and arranges for use of the convention center concierge desk located in the Baltimore Convention Center;
  • Generates convention resumes on all city-wide groups in accordance with acceptable timelines and communication guidelines;
  • Serves as the lead contact with Sales and Services team to create and maintain unique and experiential site inspections to exceed customer expectations and boost business for Baltimore for both the Sales and Services teams.
  • Assists Director of Sales and Services and Associate Director of Convention Services in budget process;
  • Works closely with other department managers in the organization to ensure communication and coordination of efforts; complies with company policies and procedures with members of the Services department; makes contributions as a member of the management team to further the mission and the goals of the entire organization;
  • Any other duties as assigned by the Director of Sales and Services and/or Associate Director of Convention Services.

Basic Qualifications:

  • Bachelor’s degree and 3+ years’ experience in the hospitality/tourism industry with particular emphasis on Convention Sales and Services, or equivalent combination of education and experience;
  • Must have superior customer service skills with the ability to communicate at all levels;
  • Must be able to work independently with the ability to receive instructions, prioritize and follow through on multiple assignments;
  • Proficient in Microsoft Office products to include Microsoft Word, Excel, PowerPoint and Outlook;
  • Strong organizational skills; ability to create logical and effective filing and tracking systems; excellent interpersonal skills;
  • Positive attitude, creativity, dependability and professionalism are a must;
  • Must have a flexible work schedule with ability to work evenings and weekends as needed

Interested candidates should forward their cover letter, resume and salary requirements to resumes@baltimore.org. NO PHONE CALLS PLEASE.  Visit Baltimore is an Equal Opportunity Employer.

About Visit Baltimore

Visit Baltimore, a nonprofit 501c6, is the official sales and marketing organization that generates economic benefits for stakeholders through the attraction of convention, group and leisure visitors.

Manager, Meetings and Events
National Association of County and City Health Officials
Washington, DC

The National Association of County and City Health Officials (NACCHO), a national organization representing approximately 2,800 local health departments (LHDs) nationwide, has an immediate opening for a full-time Manager, Meetings and Events.

POSITION SUMMARY

The Manager organizes and manages a significant function or program of NACCHO, including the supervision of staff members at the Specialist, or Associate levels. The Manager develops the processes and programs required to implement the unit’s strategy and manage the resources of the function – both financial and human.  He or she is accountable for the effective day-to-day operations and results of the unit and develops and implements initiatives to ensure results are attained and quality standards are met. Positions at this level typically report to a Senior Manager of Senior Advisor and require advanced knowledge and experience in an area of specialization and well as significant management capabilities. Incumbents generally have eight or more years of experience in their discipline and a Bachelors Degree of the equivalent, as well as substantive experience at the Specialist level.

This position contributes to the advancement of local public health practice by performing a variety of activities related to event management. The Manager provides leadership for all aspects of NACCHO meetings, conferences and special events; overseeing logistics and contracts; and developing meeting publications.

POSITION SPECIFIC DUTIES

  • Oversee all logistics support for NACCHO workgroup meetings, trainings and Conferences (approximately 60+ individual events a year).
  • Oversee all event budgets and ensure they stay within the budget guidelines.
  • Serving as the primary liaison to NACCHO staff on all event-related issues.
  • Managing the development and review of event-related contracts.
  • Coordinating the production and dissemination of all event publications, including extensive writing and publication development for the NACCHO Annual Conference, Public Health Preparedness Summit, and other NACCHO co-sponsored events including the Public Health Informatics (PHI) Conference  and the Radiation Conference (during co-sponsorship year).
  • Manage the NACCHO Annual Conference, Public Health Preparedness Summit, Public Health Informatics (PHI) Conference and Radiation Conference (during co-sponsorship year), including budget as well as external contracts for conference management, sponsorship sales, CE coordination, AV and Exhibits. Manage the overall travel scholarship process for the Conferences.
  • Negotiate contracts for external vendors including hotel, AV, decorators, security, transportation, etc.
  • Draft initial budgets and staffing plan for new revenue generating events.
  • Identify new potential revenue for the NACCHO Annual Conference and Public Health Preparedness Summit (sponsorship and exhibits) to continually grow the program and build on existing support.
  • Manage the meetings team’s workload to ensure consistency in planning is obtained for all NACCHO events.
  • Manage the Core Conference Management grant budget, write and submit appropriate reports.
  • Reviewing event-related expenditures and invoices and tracking expenses to ensure they remain within the established budget.
  • Participate and coordinate conference calls for the NACCHO Annual Conference Workgroup (ACW) and the Public Health Preparedness (PHP) Planning Committee.
  • Participate on conference calls for large conferences where NACCHO is a co-sponsor/Partner (i.e. – Public Health Informatics Conference, MRC’s Integrated Training Summit, SNS, Radiation Conference).
  • Working collaboratively to develop event-related programs and activities. Coordinate hotel function setups for assigned meetings including setup, AV, food & beverage, housing and speaker/presentation needs.
  • Oversee NACCHO’s environmental meeting efforts to create green meetings, evaluate progress and suggest changes/alterations.
  • Draft RFPs for necessary support services, evaluate proposals and select vendors/partners.
  • Supervise and evaluate two full-time staff. Set standards for the team’s work performance and ensure all team members are meeting the needs of members and staff.
  • Review and update existing contracts for services for the organization (Travel agencies, site selection firms), monitor performance and solicit competitive bids as needed.

EDUCATION/EXPERIENCE/SKILLS

Bachelor’s degree in relevant professional field with a minimum of 8-10 years relevant work experience; or equivalent combination of education and experience, including a relevant certification. A Masters degree and certification in a relevant field preferred.

  • Minimum of four years conference planning experience required, but will consider candidates with a combination of experience and training that provides requisite skills.
  • Certified Meeting Planner (CMP) designation preferred.
  • Strong understanding of meeting management processes.
  • Strong understanding of contract negotiation processes.
  • Knowledge of conference marketing techniques.
  • Preferred: Knowledge of public health issues at the local, state, and/or federal level.
  • Preferred: Knowledge of public health preparedness issues.
  • Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures or government regulations.
  • Ability to write reports, business correspondence and procedure manuals.
  • Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.
  • Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry.
  • Ability to apply concepts such as fractions, percentages, ratios and proportion to practical situations.
  • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
  • Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
  • Spreadsheet and Word Processing software experience required.

JOB CLASSIFICATION

Full-time, Exempt.  TERM:  This position is considered Fiscal Year term, however it is a mission critical role.  NACCHO will continually strive to maintain funding for all positions.

HIRING SALARY RANGE: $69,120.00-$72,000.00, commensurate with experience

SELECTION PROCESS:      We only accept applications that follow the electronic process. No phone calls please. This position is subject to background screening. Qualified applicants should send a cover letter, resume, one writing sample with salary requirements to: PN-TBD using the following link: https://naccho.clearcompany.com/careers/jobs/759edcfb-f9ec-a0c7-934f-1073d0e55584/apply?source=588823-CS-2909

NACCHO offers generous benefits plan including but not limited to 13 days of sick leave annual leave allowable accumulation up to 225 hours, and paid vacation leave, as well as other types of leave. NACCHO benefits include a generous health, dental, and vision plan, 5 percent of base salary contribution to 403(b) plan, (not a matching contribution); paid short and long term disability plan and paid term life insurance. NACCHO also offers discounted gym membership.

At NACCHO, our commitment to equal employment opportunity and affirmative action seeks to ensure a work environment free of discrimination and harassment.  We respect and value work force diversity among all employees and all those with whom we do business.

NOTES: Telecommuting is allowed.

Additional Salary Information: Commensurate with Experience

About National Association of County and City Health Officials

The National Association of County and City Health Officials (NACCHO) was founded in the 1960’s. Since its inception, NACCHO has sought to improve the public’s health while adhering to a set of core values: equity, excellence, participation, respect, integrity, leadership, science & innovation. Today, NACCHO is comprised of nearly 3,000 local health departments across the United States. Together, we form an organization focused on being a leader, partner, catalyst, and voice for change for local health departments around the nation.

Manager, Conferences & Meetings
Argentum: Expanding Senior Living
Alexandria, VA

BE PART OF MAKING A MEANINGFUL DIFFERENCE IN MANY LIVES.

For more than a quarter century, Argentum has proudly served as the voice of operators of senior living communities and the seniors and families those communities serve.  Our members exemplify the principles of choice, dignity and independence for seniors.  We support their important work by influencing public policy, promoting business excellence, and providing them with continuous opportunities for learning and professional networking.  You can join our team and be part of helping our members succeed in the key role of Manager, Conferences & Meetings.

If you’re a strategic leader with a passion for creating meaningful events and proven experience in planning and producing conferences of all sizes, seize this exciting opportunity!  Your specific responsibilities will include…

  • Leading the design/implementation of policies, procedures and project plans for Argentum’s conferences and meetings, including budget development and P&L management
  • Negotiating hotel, venue, and vendor contracts
  • Managing all meeting contractors/vendors and onsite logistics
  • Preparing meeting resume including space requirements, audio/visual production, BEOs, master schedule, and staff work plans
  • Ensuring compliance with Argentum’s contracting and scheduling guidelines, and managing the master meetings calendar
  • Maintaining meeting histories, specifications and standard operating procedures for each event
  • Developing and managing meeting evaluation survey instruments

Along with high energy and commitment to driving high-quality results, you’ll need…

  • Bachelor’s degree or equivalent experience
  • At least 5 years of experience in all aspects of association or not-for-profit meetings coordination and management, with a minimum of 2 years supervising two or more direct reports
  • Excellent negotiation skills
  • Thorough knowledge of adult learning principles/formats and experience using new/emerging technologies to deliver educational programming
  • Experience working with volunteer committees
  • Strong financial management skills
  • Experience in designing and administering RFPs
  • Experience with trade show management
  • Strong written and oral communication skills.
  • Availability for 20% travel
  • Certified Meeting Planner (CMP) certification preferred

As part of our team, you’ll enjoy competitive compensation and full-featured benefits.  If you’re ready to advance your career and make a difference in the lives of many, we want to hear from you.

About Argentum: Expanding Senior Living

Argentum is the largest national association exclusively dedicated to professionally-managed, resident-centered senior living communities and the seniors and families they serve. Since 1990, Argentum has advocated for choice, accessibility, independence, dignity, and quality of life for all seniors. Argentum’s programs promote business and operational excellence through education, research, publications, professional networking and online tools designed to foster innovation and entrepreneurship in the field of senior living.

Operations Coordinator, Meetings and Special Events
National Association of Home Builders
Washington, DC

The National Association of Home Builders (NAHB), a Washington DC based trade association, is seeking a highly organized Operations Manager, Meetings and Special Events to manage event contracts, purchase orders, and reconciliation of event invoicing.   This role’s primary focus will be to assist the Meeting & Special Events team in the execution of their conferences, trade shows and events. Additional duties include organizing small events (such as dinners and receptions) and meetings as assigned. This is an ideal position for a person with some experience in the meetings industry or with association experience looking to work on conferences and large trade shows.

Qualified candidates will have excellent customer service skills, the ability to manage financial reports, maintain quality standards and meet deadlines under a heavy workload during events seasons.  Excellent verbal and written communication skills are required. Candidates should also be proficient in Microsoft Office applications (Word, Excel, Outlook, and Access), technology savvy and have the ability to master new computer systems.

A minimum 2-3 years of experience, including events, and meetings. Experience with associations is preferred. A four year college degree, demonstrated success in managing and preparing budgets, and experience in managing outside contractors are required. Knowledge of the meetings, events and/or hospitality industry is preferred.

About NAHB:

The National Association of Home Builders (NAHB) helps its members build communities.  Each year, NAHB’s members construct about 80% of the new homes built in the United States, both single-family and multifamily.  A federation of more than 800 state and local associations, NAHB represents more than 140,000 members.  About one-third are home builders and remodelers.  Other members work in closely related specialties, such as sales and marketing, housing finance, and manufacturing and supplying building materials.

To apply, please visit:  http://www.nahb.org/jobs

Equal Opportunity Employer

About National Association of Home Builders

The National Association of Home Builders provides programs and services in support of home builders nationally. Our members have built about 80% of all homes and until recently, generated approximately 14% of the GDP. Located in Washington, D.C., NAHB has 245 staff and offers competitive salaries and a rich array of benefits.

Senior Meeting Planner
OMEGA
Fairfax, VA

Omega World Travel is a full service travel company. Our goal is to be the number one resource for every aspect of travel. Our professional team is dedicated to making every travel experience an easy, secure, and successful one. Our services are wide ranging and customized to meet your needs. – Business Travel & Corporate Travel Management (SMMP certified) – Government & Military Travel – International Services – Meetings & Incentives – Convention Housing & Registration management programs – Consultation Services – Technology Solutions – Online Expertise – Fulfillment – Global Network – Leisure Travel & Cruises With 100 locations worldwide and over 420 associates/employees, Omega World Travel is a top ten, privately held U.S. travel management firm integrating technology solutions & multiple services. Omega delivers quality, savings, value AND innovation!

The Meeting Planner position will be responsible for the development, planning and execution of meetings, events, conferences and trade shows for various clients.

Essential Duties and/or Responsibilities:

  • Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise.
  • Confer with staff at a chosen event site to coordinate details.
  • Inspect event facilities to ensure that they conform to customer requirements.
  • Coordinate services for events and trade shows, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security.
  • Consult with customers to determine objectives and requirements for events such as meetings, conferences, conventions and trade shows.
  • Meet with sponsors and organizing committees to plan scope and format of events, to establish and monitor budgets, or to review administrative procedures and event progress.
  • Review event bills for accuracy, and approve payment.
  • Evaluate and select providers of services according to customer requirements.
  • Arrange the availability of audio-visual equipment, transportation, displays, and other event needs.
  • Plan and develop programs, agendas, budgets, and services according to customer requirements.
  • Negotiate contracts with such service providers and suppliers as hotels, convention centers, and speakers.
  • Maintain records of event aspects, including financial details.
  • Conduct post-event evaluations to determine how future events could be improved.
  • Working knowledge of Cvent and Microsoft Office Suite required.

Omega World Travel is an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.

EOE of Minorities/Females/Vets/Disability.

Meeting Planner
Voluntary Protection Program Participants’ Association
Falls Church, VA

Position Overview

The Conference Coordinator’s primary responsibility is to assist in the overall planning and preparation of the VPPPA’s Annual National Conference focusing on volunteer coordination; speaker correspondence; space layout; conference agenda design; food and beverage; audio visual plans and other related duties as assigned. The Coordinator will also assist with logistical and administrative efforts for educational seminars, workshops, webinars and/or other programs.

Essential Job Functions

  • Directs preparation of education and meeting formats, schedules, room assignments, layout preparation, menus, guarantees, function specifications, scripting and related details to ensure seamless onsite management of events
  • Directs the recruitment of volunteer, industry speakers and workshop leaders, meeting format and agenda, budgeting, promotion, registration, production, entertainment and onsite coordination of events
  • Confirm logistics with speakers
  • Help with the conception, creation and follow-up with educational programs
  • Works with Communications Department on marketing efforts and all conference-related brochures and programs
  • Create agenda and take minutes for the Conference Planning Committee meetings
  • Assist Regions with conference planning

Requirements

  • Bachelor’s Degree in related field
  • 0-2 years working experience
  • Solid computer skills and quick ability to learn new software applications
  • Performs well under pressure and possess the ability to prioritize tasks
  • Extremely organized with meticulous attention to detail
  • Strong customer service and communication skills
  • Works well as part of a team and able to take direction and correction from coworkers
  • Must love food
  • Able to travel

Job Type: Full-time

Salary: $40,000.00 to $50,000.00 /year

Required education: Bachelor’s

Required language: English

Meetings Assistant
FASEB
Bethesda, MD

The Federation of American Societies for Experimental Biology (FASEB), a non-profit scientific organization, seeks an individual to provide administrative support for the management of scientific meetings and conferences.

Duties will include, but are not limited to:

  • Assisting the Meetings Manager with assigned meeting activities, including tracking event contracts and proposals, maintaining files, assisting with set-up instructions for meeting spaces, and preparing and confirming orders.
  • Assisting with email correspondence and client communications and preparing event related mass correspondence.
  • Administering special function activities with direction from the Meetings Manager.
  • Working with the Meetings Manager to prepare agenda and materials for committee meetings.
  • Provides onsite support to meeting staff, client leadership, and attendees as

Skills & Qualifications:

  • Must have 1-2 years of related meetings experience.
  • Bachelor’s degree preferred, or equivalent combination of education and experience.
  • Strong written and verbal communication skills, attention to detail, and interpersonal skills required.
  • Must be able to meet deadlines and multitask.
  • Experience with scientific meetings preferred.

How to Apply:

For a detailed job description and to apply, please visit:  http://www.faseb.org/employment

Please send a cover letter and salary requirements with your resume.

About FASEB:

FASEB is conveniently located in Bethesda close to Routes 270 and 495.  FASEB offers competitive pay, an outstanding benefits package, a convenient location to major thoroughfares, free parking and the opportunity to support the scientific community and researchers from around the world.

For more information about FASEB, visit:  www.faseb.org

{Posted July 28, 2017}

Conventions & Meetings Director (Sr. Manager)
American Urological Association
Linthicum, MD

The American Urological Association is the premier association for the advancement of urologic patient care.  We are actively recruiting a Conventions & Meetings Director (Sr. Manager).

Responsibilities include: Overseeing the overall logistics and program management for AUA’s Annual Meeting; hotel contract negotiations; convention & hotel meeting space assignments; managing the Conventions & Meetings/Customer Service Managers; Serving as main contact with key convention center services; participating in the AUA Annual Meeting strategic planning meetings and committee meetings; planning pre-convention and post-convention meetings inclusive of site meetings.

AUA offers a rich total compensation including competitive salary, medical dental and prescription plans, two defined contribution plans, flexible work schedules, on-site fitness center and many more exciting benefits.

Make a decision to join our outstanding team at the American Urological Association – fax a resume and cover letter indicating salary requirements to Randi Cremmins, Human Resources Manager 410-689-3830, or by email to hr@auanet.org.

The successful candidate will have:

  • Bachelor’s degree required
  • CMP preferred
  • Proven supervisory and leadership skills and experience (5 years)
  • 5-7 years’ experience in convention industry
  • Demonstrated negotiation skills
  • Must have excellent organizational skills, attention to detail and excellent written, verbal and interpersonal communication skills
  • Intermediate level MS Word, Excel and Power Point
  • Able to travel 8-10 times per year
  • Must be flexible and customer focused
  • Ability to move quickly between facilities to resolve issues while on-site at meeting and conventions

About American Urological Association

About the American Urological Association: Founded in 1902 and headquartered near Baltimore, Maryland, the American Urological Association is a leading advocate for the specialty of urology, and has more than 22,000 members throughout the world. The AUA is a premier urologic association, providing invaluable support to the urologic community as it pursues its mission of fostering the highest standards of urologic care through education, research and the formulation of health policy.

Exhibit and Events Operations Manager
Solar Energy Trade Shows
Alexandria, VA

The Exhibit and Events Operations Manager is responsible for Solar Power International Show Floor Operations and event Operations at various Solar Power Events. Operations Manager will successfully manage complex projects, and work closely with internal staff and external partners, to execute superior events in an efficient and cost-effective manner. As an organizational leader, they contribute to the development of SETS strategic goals and objectives, and relies on extensive experience and judgment to plan and accomplish goals. As part of a dynamic team, this manager position is responsible for a significant number of independent projects and event production. The Operations Manager works with internal team members and external stakeholders, partners, and vendors.

Essential Functions/Major Responsibilities: To be successful in this position, the candidate must be able to perform each essential duty and responsibility satisfactorily, in addition to other duties as assigned to meet business needs and organizational objectives.

The Exhibit and Events Operations Manager will be responsible for:

  • Manage Solar Power International Show Floor Operations. Specific responsibilities include floor plan creation/development; developing and recommending show rules and regulations; working with third party vendors and facility/venue personnel to plan and execute operational logistics; onsite management of logistics related to show move-in/out, floor management and troubleshooting operational issues; attendee/exhibitor flow and signage; special event planning; supporting sales and the exhibitor program including operations forms and sponsorship fulfillment; supporting partner management; on-site management of floor and freight, and other duties as assigned; developing and managing budgets; preparing reports; and supporting and looking for ways to strategically and continuously improve event operation logistics and processes to improve the exhibitor experience.
  • Serve as operational lead for multiple Solar Power Events. This includes working with site venue, managing housing (including staff housing list); ensure excellent and effective logistical implementation including room assignment and set-up, audio visual, transportation, signage, food and beverage, etc.; working with the sales exhibit space design and approval, operations forms, and sponsorship fulfillment; preparing reports; supporting and looking for ways to strategically and continuously improve event operation logistic process; and as necessary, develop RFPs, participate in site review and selection; manage budgets and billing.
  • Create impeccable customer relationships, including identifying customer needs and respond creatively, listening to information, asking questions and applying knowledge to determine solutions.
  • Oversee the operational development of a number of SPI special projects including: the SPI VIP program including area design, coordination, and implementation; SPI golf tournament, 5K, business development initiatives, etc.
  • Work on a daily/weekly basis with sales and marketing departments, general service contractor, and other vendors to ensure holistic program development and execution. Assist with operations software, Goombal.
  • Measure and record participation, consumption, and costs for all events to enable SETS to use data to make informed projections for future events.
  • Manage and work with appropriate staff to evaluate all events, ensuring continual improvement and quality customer service.
  • Provide accurate and timely reporting.

Experience & Competencies:

  • Bachelor’s degree and at least five years’ event experience or seven plus years combined equivalent of work experience and education required. Ideally the experience is in the tradeshow environment. Strong preference given to current CEM designation.
  • Self-motivated and pro-active team leader with experience developing ways of accomplishing goals with little or no supervision.
  • Experience handling high-volume, production-based projects, including prioritizing, organizing and tracking details, effectively managing deadlines and multiple priorities.
  • Willingness to learn and look for ways to improve processes to achieve greater efficiency in pre-, during, and post-planning phases. This involves taking the initiative to try new approaches and trusting one’s own professional judgment.
  • Committed to strong relationships and quality service to internal team members and external clients and partners.
  • Ability to remain focused and be effective during program event setbacks. Must be able to juggle the demands of customers, vendors, and team members while remaining calm. This means knowing how to prioritize both in the office and on-site at event functions despite on-going interruptions. It is critical to be open to feedback in order to improve future performance.
  • Accomplished problem solver with superior analytical skills. Demonstrate ability to communicate clearly, concisely, and effectively to express information in both written and oral context with internal customers, attendees, team members, and vendors.
  • Intermediate level skill in Microsoft Excel, PowerPoint and Word.

Preferred Qualifications and Experience

  • Professional designation (i.e., CMP, CEM), or advanced degree.
  • Knowledge of information systems, including association databases, web design and programming, data collection and analysis, and/or formal report development.
  • Experience with event marketing and/or sales operational tasks including advertising, market development, attendee acquisition, research, outreach, content development, analysis, etc.
  • Experience with strategic planning process for all meetings and events to ensure continual improvement and quality customer service.

Salary: $60,000-70,000

About Solar Energy Trade Shows

Solar Energy Trade Shows, LLC (SETS) is the management company formed by Solar Energy Industries Association (SEIA) and Smart Electric Power Alliance (SEPA) to raise the bar for solar energy trade events. SETS plays a pivotal role in supporting the rapid growth of the U.S. solar industry, significant job creation, and increased energy independence. With fresh ideas and a clear vision for advancing the industry, SETS brings a focused approach to the industry’s premier events. Proceeds from these events are invested in the continued growth of the U.S. solar energy market through SEIA’s and SEPA’s research and education activities, as well as SEIA’s advocacy, research and communications efforts.

Director of Meetings and Conventions
Academy of Managed Care Pharmacy
Alexandria, VA

GENERAL PURPOSE:

Reporting directly to the Vice President of Membership and Meetings, the incumbent has responsibility for directing the development and implementation of all meeting logistics for the two AMCP national annual meetings, as well as all other conferences, seminars, workshops, and symposia through personal leadership and by managing a network of contractor resources.  A creative thinker, the Director of Meetings and Conventions recommends improvements and innovations to support strategic plan and initiatives.  Responsibilities for the Annual Meeting and Nexus Conference include assistance in coordinating the sale of non-registration revenue sources, such as sponsorships, exhibits, product theaters.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Researches, inspects, and recommends hotel, city, and convention center properties for AMCP national meetings, leadership meetings, and other meetings. Maintains 3 year lead for booking national meeting sites.
  • Manages the implementation of all meeting logistics for national annual meetings and, as appropriate during those events, Board meetings, leadership meetings, committee meetings and other events, including, but not limited to, meeting set-up, room assignments, menu selections, audio-visual requirements, and facilities liaison; serves as internal contact for hotel, convention center, etc.; and manages all onsite logistical activities for both national meetings.
  • In collaboration with Member Services, manages housing process for national annual meetings, as well as registration for VIPs and other special guests.
  • In collaboration with Education program staff, develops meeting activities schedule and makes logistical arrangements to support quality educational experiences and outcomes.
  • Develops meeting program budget, monitors expenses and forecasting, oversee vendor contracts and manage invoice reconciliation to ensure fiscal accuracy and responsibility.
  • Collaborates with Marketing department and other appropriate parties on promotional materials related to tactics and strategies for AMCP national meetings.
  • Chairs weekly preparation meetings for two national conferences. Reports on registration and non-registration sales.
  • Develops and prepares national meeting reports, timelines, and presentations to assess the impact of meeting logistics on the attendee experience.
  • Collaborates with IT and Marketing staff to oversee development, launch and update of meeting websites and mobile apps.
  • Oversees the planning, management, and development of exhibit programs, sponsorship and product theaters for national meetings.
  • Advises AMCP management regarding best practices and meeting innovations.
  • Ensure compliance with insurance, legal, health and safety obligations.

OTHER RESPONSIBILITIES:

  • Produces and submits function sheets to hotel/convention center incorporating meeting specifications set-up, and food and beverage for AMCP national meetings, Leadership Meetings, and specialty meetings.
  • Manages all supplier-related relationships and activity for national meetings and leadership meetings including, but not limited to, registration and housing bureau, audio visual and production company, decorating and drayage company, transportation, entertainment, catering, floral, photography, and any other supplier service related to production of AMCP meetings.
  • Oversees the production of master rooming lists submission to hotel and subsequent review of pick-up report from hotel for AMCP national meetings, Leadership Meetings, and other meetings.

SUPERVISORY RESPONSIBILITIES:

  • This position will manage a second meeting planner resource. He/she will participate in scoping the responsibilities of that position and hiring.

SKILLS AND ABILITIES:

Problem solving

Provides sound analysis and judgment to make recommendations and decisions on a timely basis.  Demonstrates the ability to identify problems, synthesize, evaluate pros/cons and cost-benefit, and make appropriate decisions and/or recommendations for level of job.   Takes appropriate actions to correct ineffective decisions.

Relationship Building

Has the ability to develop and maintain effective relationships with members, staff and vendors in order to encourage and support communication and teamwork.  Demonstrates the ability to build and maintain ongoing, collaborative, working relationships with coworkers and members to achieve the goals of the organization.

Project Management

Possesses the ability to plan and organize the work of a group, department or project and to establish effective priorities. Uses time effectively.  Demonstrates ability to “think outside the box” for solutions or ways to accomplish the job in a more effective way.  Demonstrates effective execution of plans for meetings.

Financial Management

Ensures the effective and efficient use of association resources.  Develops and effectively manages departmental /project budgets.

Teamwork

Works cooperatively with others to achieve common goals.  Ability to effectively work and complete assignments in group settings by listening and responding appropriately to other team members, offering support, conferring with team members about their concerns, expressing disagreement constructively and works towards solutions that all team members can support.

EDUCATION AND EXPERIENCE:

  • Bachelor’s degree; and seven or more years in meetings planning; three or more years in a supervisory setting; or equivalent combination of education and work experience.

Desired Qualifications:

  • Highly knowledgeable in facility contract negotiation
  • Experienced in contracting with and managing vendors
  • Highly organized and able to plan effectively well in advance of deadlines
  • CMP or CMP-HC highly desired

WORKING CONDITIONS:

Moderate noise levels, which are typical in an office environment with computers, printers, faxes, etc.; sitting about 80% of the time.   Minimal moving and transporting boxes.

TRAVEL:

Moderate overnight travel, up to 15% by land and/or air.

AMCP provides equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, veteran status, or any other characteristic protected by federal, state or local law. AMCP will provide reasonable accommodations for qualified individuals with disabilities

About Academy of Managed Care Pharmacy

The Academy of Managed Care Pharmacy (AMCP) is a national professional association of pharmacists, health care practitioners and others who develop and provide clinical, educational and business management services on behalf of more than 200 million Americans covered by a managed pharmacy benefit. AMCP members are committed to a simple goal: providing the best available pharmaceutical care for all patients.

Director of Meetings & Events
Association for Information Science & Technology
Silver Spring, MD

The Director of Meetings & Events manages and oversees the integrated logistical, committee and administrative support needs of ASIS&T conferences, educational meetings, webinars, and/or other association-related/sponsored events. The position also has responsibility for coordinating event site selection and venue contract negotiation. Planning and onsite responsibilities may also include but are not limited to: performing as staff hotel facility liaison; ordering meeting and event-related equipment; recommending and hiring event talent as well as overseeing logistics related to catering requirements and audio-visual needs. This individual must be adept in the development of program budgets and negotiating and administering service and/or vendor contracts.

  • Knowledge and understanding of meeting and event planning principles, requirements, procedures, and available resources;
  • Ability to make administrative/procedural decisions and judgments;
  • Experience planning and executing meetings outside of the United States (this is a must-have)
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of individuals in a diverse community;
  • Ability to create, compose, and edit written materials;
  • Ability to negotiate and manage contractual arrangements;
  • Ability to develop, plan, and implement short- and long-range goals;
  • Ability to perform complex tasks and to prioritize multiple projects;
  • Knowledge of conference facilities, technology, and equipment;
  • Ability to gather and analyze statistical data and generate reports;
  • Skill in organizing resources and establishing priorities;
  • Knowledge of finance, accounting, budgeting, and cost control procedures

To apply please email lmiddleton@asist.org with a cover letter detailing your qualifications for the position as well as your salary history, along with a resume. Cover letters should include a detailed description of any meetings you have planned and executed outside of the US. Applications that do not include cover letter and salary history will not be considered.

NOTES:

Salary: $55,000-65,000; Additional Salary Information: Excellent benefits package included.

About Association for Information Science & Technology

The Association for Information Science and Technology (ASIS&T) is the only professional association that bridges the gap between information science practice and research. For nearly 80 years, ASIS&T has been leading the search for new and better theories, techniques, and technologies to improve access to information. Our members—thousands of researchers, developers, practitioners, students, and professors in the field of information science and technology from 50 countries around the world—have made ASIS&T an important part of their professional development. Members share a common interest in improving the ways society stores, retrieves, analyzes, manages, archives and disseminates information.

Manager, Events
MCI USA
McLean, VA

Minimum Qualifications:

  • 3-5 years of progressively responsible conference and event management experience
  • CMP and/or CEM preferred
  • Experience planning conventions with complex conference and exhibit components
  • Experience managing a show floor with 50-250 exhibitors, including thorough understanding of IAEE display guidelines rules and regulations, floor plan development and management
  • Experience managing conference logistics including food & beverage, AV, general service contractor, etc.
  • Experience in a multi-client environment strongly preferred
  • Diverse portfolio of experience including but not limited to annual conferences, exhibition management, meetings, workshops, symposia and award gala productions and special events.
  • Team focus but independent judgment and vision
  • Strong oral and written communication skills and ability to interact in a firm but highly collaborative fashion
  • Solutions-oriented, creative problem solver
  • Must have the ability to prioritize and manage multiple projects and deadlines in a fast paced, dynamically changing environment.
  • Team player with a strong customer service focus
  • Eager to learn with a desire for career growth in the events industry
  • Travel: 20%, chiefly 4-5 day blocks of time

Primary Duties:

  • Serve as meeting planner for multiple association clients
  • Handle all venue and vendor solicitation, negotiations, contracting and management.
  • Manage all event logistics in advance, on-site, and post-conference to include site selection, room sets, audio visual, food & beverage, décor, signage, etc.
  • Manage exhibit hall logistics including floorplan management, management of general services contractor, creation of exhibitor kit, responsible for exhibitor relations
  • Manage and coordinate all vendors and staff through comprehensive event resume to include logistical facets for hotel, convention center, and applicable vendors.
  • Work with Resource Development team to manage fulfillment of sponsor benefits.
  • Develop event budgets and manage against pre-set spending limits. Provide clients with accurate budget estimates pre-event and ensure post-event billing reflects these estimates.
  • Negotiate hotel and other vendor contracts, meeting MCI USA standards for each client event.
  • Serve in a support role for other client events, as needed.
  • Process invoices and check requests.
  • Maintain department files in an orderly manner.
  • Other duties as assigned.

Supervisory Responsibility (Current positions supervised): Not applicable.

Other

  • Complete MCI USA timesheets
  • Other duties as assigned
  • Serve on appropriate MCI USA Matrix Management Teams; and
  • Function as MCI USA team member in accordance with MCI USA’s corporate vision and guiding principles.

For consideration, e-mail your cover letter, resume and salary history (required for consideration) to michelle.spencer@mci-group.com.  MCI USA is an Equal Opportunity Employer.

About MCI USA

MCI USA’s Association Management & Consulting business unit (formerly Coulter) is one of fewer than 10 companies worldwide that earned dual Charter Accreditation from the Association Management Company Institute (AMCi), and the American Society of Association Executives. For more than 25 years we have accepted the challenge of transforming its high-profile national and international nonprofit clients from good to great. From increasing membership, conference attendees and sponsorship revenues to driving digital innovation or simply finding answers to an operational challenge, our experts can help you meet key long- and short-term objectives. We tailor our solutions to your specific challenges and opportunities, researching new market opportunities and designing business and product strategies to help you gain entry into new markets and grow sustainably. Partnering with offices in 60+ cities around the globe, our association teams are constantly identifying, developing and sharing solutions to help you tackle the global trends affecting associations. Our research helps you to stay ahead of the game, ensuring that your value proposition is unique, meets the concrete needs of current and potential members and advances your association’s mission.

Meeting Planner
Federal Bar Association
Arlington, VA

Position Summary

The Meeting Planner will have shared responsibility for the planning of all the association’s established national continuing legal education conferences with attendance ranging from 100-600 participants including co-sponsored Section/Division Conferences, FBA business and training meetings, Board of Directors meetings and affiliated organizations’ functions. The Meeting Planner will also provide direct assistance for the coordination of logistics for the association’s developing conferences as well as the FBA Annual Meeting and Convention.

Essential Duties and Responsibilities

  1. Plan meeting and conference logistics including, but not limited to: meeting room specifications, catering and audio visual, conference rooming list and room blocks, conference shipments, speaker confirmations and communications, onsite print materials and collateral, conference marketing, sponsorship registration and deliverable tracking, post-conference financial reconciliation and tracking meeting history.
  2. Oversee conference and meeting registration including processing attendee and speaker registrations, and responding to registration inquiries in a timely manner.
  3. Work closely with the Director of Conferences and conference planning committees to compile agenda and speaker updates for each conference; communicating and distributing updates to the Communications Department and CLE Administrator to be updated and included in all marketing, promotional and onsite materials as well as CLE applications.
  4. Continuously review conference marketing and promotional materials to ensure current information is being distributed and posted online.
  5. Assist with creating conference online webpage(s) and mobile applications when applicable.
  6. Plan the logistics for the FBA Board of Directors Meetings including site selection, rooming list, catering and audio visual, evening events, and post meeting reimbursements and financial reconciliation as assigned.
  7. Create onsite signage, speaker name plates, and PowerPoint templates for FBA National meetings and conferences.
  8. Support onsite management of conferences as needed and assist with registration procedures including setup, tear down, lifting materials, organizing and packing items for shipment and oversee onsite volunteers and temporary staff when applicable.
  9. Assist with site selection research and provide recommendations to the Director of Conferences regarding locations for National FBA conferences and meetings.
  10. Keep abreast of trends and best practices regarding conference marketing, social media, audience retention and onsite logistics.

Qualifications

The qualifications and skills required for this position are as follows:

  1. Bachelor’s degree preferred
  2. Two to three (2-3) years of meeting planning experience
  3. Attention to detail and strong organizational skills
  4. Ability to multi-task
  5. Proficient in Microsoft Office suite and Adobe Acrobat
  6. Excellent interpersonal skills and written/oral communication skills
  7. Commitment to excellent customer/member service
  8. Self-motivation and flexibility
  9. The ability to work in a “team” environment within the meetings department, across departmental groups as well as autonomously
  10. Must be able to travel and work occasional weekends to attend events and other off-site functions when applicable

Equipment Operation

This position is responsible for the operation of the following equipment.

  1. Windows-based PC workstation
  2. Telephone
  3. Printer
  4. Copier/Scanner/Fax machine
  5. NetForum web-based database software

Work Direction

The Meeting Planner reports to and receives direction from the Director of Conferences.

Contact with Others

The Meeting Planner will be a part of the meetings department team comprised of the Director of Conferences, Two (2) Meeting Planners and the CLE Administrator.  They will have contact with a variety of individuals on a daily basis. These contacts include FBA staff, hotel and meeting space representatives, conference attendees, leaders of the sections and divisions, leadership of the association, FBA members, A/P personnel from attendee firms and agencies, general public, court personnel, members of the judiciary, and vendors. The Meeting Planner must be courteous and tactful when dealing with these individuals.

About Federal Bar Association

The mission of the Federal Bar Association is to strengthen the federal legal system and administration of justice by serving the interests and the needs of the federal practitioner, both public and private, the federal judiciary and the public they serve.

Program Coordinator
Fusion Management/Fusion Meetings & Events
Alexandria, VA

The Program Coordinator is the point of contact for both prospective and current members and program participants. The Program Coordinator is responsible for assisting members and prospective members, entering payment information in the association database, maintaining membership and program participation records, generating resulting fulfillment letters and materials, and maintaining and updating course materials. Key areas of focus for the Program Coordinator include:

Knowledge of Program and Membership Benefits. Understanding of and communicating about client membership and program benefits, policies, and procedures. Awareness of current client issues through reading the client website, newsletter, and industry publications.

Membership and Program Fulfillment. Fulfilling information requests including sending information on membership, certification and accreditation, conferences, membership applications, and other membership or program requests. Answering questions concerning regulations, policies, etc. Keep careful track of current member information in database, including email, fax, and additional contacts for their company (also see data entry below). Preparing and sending membership recruits, membership renewals, and program renewals.

Association Payment Fulfillment. Entering all payments into database. Sending letters to those that have problems to correct them in a timely manner. Assembling and mailing all letters generated from payments. Fulfilling all publication orders. Maintaining files of payment orders and forms.

Certification and Accreditation Program Support. Administering the Certification and Accreditation programs, including checking incoming documents for completeness, issuing letters for additional information, sending exam registration confirmation letters, downloading and importing exam data, awarding accreditation status, and communicating with the Executive Director on necessary items. Answering questions on programs. Ensuring quality in the programs to include ensuring that all forms and documents used in these programs are accurate. Alerting Executive Director to comments received by members and any updates needed in the programs or forms used in administering the programs.

Data Entry. Keeping client databases updated and accurate, by verifying company information, spellings, and completeness of records. Checking databases on a regular basis to ensure completeness and accuracy. Fixing records generating returned mail, email, or faxes. Ensuring that all prospects are entered into database as a prospect.

Conference and Meeting Coordination. Accurately entering in both attendee and exhibitor information. Ensuring that conference and meeting confirmation materials are sent in a timely manner. Assisting as needed on conference and meeting logistics and coordination. Attending and administering training courses to include registration and presenter management. Preparing and sending all materials for training courses. Preparing and sending items for annual conference.

Quality Control. Ensuring the quality, accuracy, and excellence of association programs, publications, web sites, activities, and events. Keeping careful track of deadlines to ensure accuracy.

Communication. Notifying appropriate staff of problem areas or member comments and/or concerns. Enlisting the help of other staff when necessary, as well as assisting other staff members when needed. Maintaining open lines of communication with staff on group projects.

Professional Development. Enthusiasm towards seeking out resources for increasing work expertise and growth. Self discipline in planning and completing work. Taking initiative when opportunities arise for increased learning and experience. Taking responsibility when mistakes or oversights happen.

Required Skills:

  • Ability to travel – 1 week in March/April, 1 week in May, 1 week in Fall
  • Attention to detail
  • Highly organized
  • Exceptional customer service
  • Ability to work independently as well as in a team
  • Ability to work in a home-office environment after initial training
  • Excellent time management
  • Business writing skills
  • Knowledge of general computer programs – Word, PP, Outlook, Excel, Acrobat, etc.
  • Ability to quickly learn new computer programs

Preferred Skills:

  • Experience with FileMaker databases
  • Experience working with Apple computers
  • Experience in membership organizations/associations 

NOTES: Telecommuting is allowed. Contract position.

About Fusion Management/Fusion Meetings & Events

Fusion Management/Fusion Meetings & Events is a small association management company that rewards excellence and dedicated work. Employees receive numerous benefits including healthcare and a virtual work environment.

Education Manager
Association for Healthcare Philanthropy
Falls Church, VA

Targeted Salary Range: Mid- to high-$50s plus outstanding benefits package

This job description provides a general guideline to the most common duties, responsibilities, and minimum requirements for this position.

It is not all inclusive and the actual position may vary as circumstances indicate or as determined by the Association. Working hours are primarily during day shift working hours, but the Education Manager may need to work varied extended hours as projects demand and during Association events which can include nights and weekends, as business needs dictate. Some travel will be required.

Summary of Position:

The Education Manager role assists in advancing all efforts in the Education department that will support the execution of the strategic goals of the Association. The Education Manager will create, develop, and deliver timely and quality educational curriculum/offerings that will be utilized by various stakeholders. The educational program content will be delivered through various platforms including webinars, on-demand eLearning, conferences, and learning platforms.

The Education Manager will collaborate with outside partners as required and learning and development SMEs. This position is accountable for creating potential educational products and services to those in the healthcare philanthropy industry. This position will manage required volunteer committees and works collaboratively across the Association anticipating and meeting the needs of the industry.

Principal Duties:

  • Embodies the values and core competencies of the Association at all times and positively promotes the Association’s culture
  • Supports all internal team members and departments in accomplishing the Association’s mission, vision, and goals
  • Creates quality education curriculum and offerings; from course content to development and delivery
  • Develops course material to adult learners that effectively conveys critical knowledge and expertise in the healthcare philanthropy industry
  • Defines educational and learning offering requirements, creates deliverables and promotes the inclusion of the materials into the education programs that will effectively convey critical knowledge and expertise within the healthcare philanthropy industry
  • Collaborates with subject matter experts (SME’s) to ensure accuracy and relevancy of industry course content
  • Designs and develops new solutions based on member, industry and internal education needs
  • Assists in providing new education/learning products to accelerate growth and expand the Association’s reach throughout the healthcare philanthropy industry
  • Manages resources and budgets with appropriate discretion, ensuring the monitoring of expenses against approved budget
  • Collaborates with marketing/communications team in producing appropriate marketing content for education program offerings
  • Provides expert guidance while working with volunteer leadership and committees to ensure the development of education priorities, policy and content
  • Responsible for all managerial responsibilities associated with supervising the Education Coordinator position

Secondary Duties:

  • Works on special projects and other duties as required helping to promote department’s and Association’s success
  • Remains current with latest education programs to further drive success of the department and industry
  • Responds to questions from all stakeholders regarding AHP education offerings

Position Specifications:

Education/Training/Certifications:

  • Bachelor’s degree required in Education or related field.
  • 2-5 years of progressive responsibility for the management and administration of education programs, including curriculum development and demonstrated advanced knowledge of the continuing education essentials and standards.
  • Experience in ability to plan and implement instructional programs for adult learners
  • Minimum of 2 years of management/supervision experience preferred

Essential Skills/Knowledge:

  • Strong knowledge in instructional design
  • Delivery and development of education programs
  • Capability of managing learning management platform
  • Expertise in all major business software applications (Adobe Creative Suite, Microsoft Office Suite, Citrix go to Webinar etc.)
  • Outstanding command of the English language
  • Significant communication skills in written and verbal formats; showcases clear and concise manner. Good presentation skills
  • Strong proficiency in project management to effectively manage schedules and deadlines for ongoing initiatives
  • Experience with Accreditation programs
  • Fluency in web analytics tools, social media marketing tools, and leading social media platforms
  • Ability to work as part of a team and to work independently; a self-initiator, versatile and assumes risk with responsibility

Essential Competencies & Behaviors:

  • Demonstrative abilities in collaborative team building and consensus
  • Ability to maintain good rapport with all departments
  • High level demonstration of detail orientation
  • Ability to cope within a fast-paced work environment
  • Ability to manage multiple projects with minimal supervision
  • Ability to understand the importance of the position for the success of the business
  • Demonstrates a willingness to embrace change and adapt strategies as needed
  • Strong desire to continue to learn and seek out new and exciting content
  • Self-motivated, member focused, and capable of building business partnerships
  • Demonstrated ability to be innovative and solutions-based
  • Ability to elicit cooperation and collaboration from a wide variety of sources

NOTES:  Additional Salary Information: Targeted salary is mid- to high-$50s plus outstanding benefits package

Apply Here

Planner, Meetings & Events
National PTA
Alexandria, VA

The Meetings & Events Planner, under the guidance of the Director of Meetings & Events, assists with the coordination of planning, promotion, and administration for events, ongoing governance meetings, annual legislative conference, annual convention, and all other PTA miscellaneous meetings. Provides on-site support at convention and other meetings as assigned.

Essential Duties & Responsibilities In conjunction with the Director of Meetings and Events:

  • Vendor Relations – Obtains pricing and service agreements for event logistics such as transportation and other event related vendors. Establishes and maintains relationships with vendors to include hotel sales representatives, transportation, housing, caterers, speakers and security. Assists in obtaining RFPs for special events, committee meetings and other association functions. Tracks contracts and agreements to ensure compliance.
  • Housing and Registration management– Acts as primary contact for members of National PTA governance structure, staff, guests, and VIPs for all meetings, and communicates with them to ensure deadlines are met. Arranges hotel accommodations, manages housing lists, resolves billing and room rate issues, and reconciling hotel invoices. Responsible for preparing and distributing housing confirmations. Manages registration deadlines, badges, and registration reports. Assists members with questions. Ensure reports and billing information is accurate.
  • Financial Reconciliation – Generates financial reports, monitors and reviews monthly financial statements for accuracy and ensures bills are processed accurately. Works with hotels to set up master accounts and/or authorize payments on company credit card for assigned meetings. Reconciles and submits hotel invoices for payment. Assists the accounting department with providing supporting documentation of approvals to complete the event expense reimbursements process.
  • Contract Oversight– Assists in monitoring event activities to ensure performance and compliance with contractual obligations, applicable regulations and laws, and assists with resolving issues. Works directly with hotel(s), conference facilities, and partners with suppliers to maintain detailed historical records and files regarding transactions, negotiated arrangements, and performance.
  • Performs other duties, as assigned.

Education & Experience

  • Bachelor’s degree or equivalent meeting and event planning experience is required.
  • 3 to 5 years of previous experience in a meeting planner environment performing similar duties as required.

Required Skills

  • Exceptional administrative and project coordination skills
  • Strong organizational skills with a high attention to detail
  • Professional demeanor and effective interpersonal and verbal/written communication skills
  • Must be able to coordinate multiple projects simultaneously
  • Strong attention to detail oriented and able to establish and maintain deadlines
  • Strong verbal, writing and editing skills are required
  • Ability to work independently and as an enthusiastic team player that is highly organized, flexible, and customer-service oriented
  • Strong Microsoft Word, Excel and PowerPoint skills and comfort with/ability to use survey instruments

Qualifications

  • Demonstrated organizational skills, ability to manage multiple projects and move quickly from one project to another while maintaining thorough records. Requires the ability to be flexible and balance competing priorities.
  • Knowledge and understanding of meeting and event planning principles, requirements, procedures and resources is required.
  • Requires knowledge of conference facilities, technology, and equipment.
  • Strong interpersonal and excellent oral and written communication skills are needed to successfully negotiate contracts and communicate policies and procedures to diverse audiences, and to quickly establish credibility and maintain ongoing relationships.
  • Sound customer service orientation, initiative and a high degree of results orientation is required. Can investigate and analyze information and make sound recommendations.
  • Requires the willingness and ability to travel (weekday and weekend travel is required).
  • Competency in Microsoft Office (Word, Excel, and Outlook) is required. Must possess the ability to use the internet as an effective search tool.
  • Experience in non-profit work environment preferred.
  • Strong Administrative and Project Management Skills.
  • Remains calm under pressure and resolves problems efficiently and quickly.

 Preferred Qualifications

  • Specialized training/certification (CMP) in meeting planning preferred

Working Conditions

  • Routine activities and special events may require the ability to lift materials weighing up to 25 lbs.
  • Employee may be required to stand, walk and sit for long periods of time.
  • Position is required to work evenings and weekends for special programs and/or events.
  • Position requires travel domestically at least once a year for a more than a week
  • Routinely uses standard office equipment including computers, phones, photocopiers, filing cabinets, etc. Position requires ≤ 10% travel domestically

 Key Competencies

  • Job Knowledge
  • Teamwork & Collaboration
  • Communication Skills
  • Organization and Time management skills
  • Customer Service Skills
  • Integrity & Respect
  • Strong Attention to Detail
  • Desire to Serve
  • Confidentiality

Contact: To apply for this position, submit cover letter, resume and salary requirements to hr@pta.org  please label the Subject: Planner, Meeting & Events. Applicants must submit all requirements to be considered for the vacancy.

Manager, Conferences & Events
Retail Industry Leaders Association
Arlington, VA

The Retail Industry Leaders Association is a dynamic organization representing many of the most recognized retail brands in the United States.

Summary of Position:

The Manager of Conferences & Events will support the conference planning teams in the development and execution of exceptional conferences, meetings and events. We are seeking someone who is excited about the retail industry, has a can-do attitude and values customer service. This position reports to the Senior Director of Meetings & Events and is based in Arlington, Virginia right above the Rosslyn Metro Station.

RILA Core Values:

  • Integrity – Operate with the highest integrity and respect for each other and the brands we represent
  • Service – Delight members with service beyond their expectations
  • Change – Learn from experiences, adapt and constantly improve
  • Team – Collaborate with one another to achieve more and celebrate wins together

Position Responsibilities:

  • Assist senior director of meetings and events, retail operations team and other staff in committee coordination, program development and meeting logistics for annual conferences
  • Act as key staff contact for conference steering committees for Retail Supply Chain Conference and Retail Asset Protection Conference
  • Schedule and organize steering committee meetings and conference calls, and develop and produce committee meeting agendas and materials
  • Manage and execute communication with conference speakers and manage their needs including: audiovisual requirements, hotel accommodations, and collection of speaker presentations and materials
  • Manage development of all detailed components of conference educational programs and ensure adherence to deadlines throughout months-long conference planning timeline
  • Update and maintain conference attendee resources and online agenda, conference apps and program matrices
  • Act as key staff contact for conference registrations and activities for the annual Retail CEO Forum
  • Review hotel contracts for meeting space layouts, reservation cut-off dates and timelines and ensure the fulfillment of all hotel amenities and concessions
  • Assume primary responsibility for conference signage orders and proofing, staff and speaker housing and transportation management, shipping materials, tracking and inventory of all conference shipments, inventory and ordering of conference supplies, onsite room setup for handouts and materials, and other responsibilities, as assigned
  • While onsite at conferences, manage breakout session speakers, presentations, and interact with AV teams to ensure smooth flow of sessions
  • Create and oversee post-conference attendee surveys
  • Analyze results of session and post-conference surveys, prepare conference statistics, and present analysis in coordination with research team for internal and conference steering committee use
  • Assist with travel arrangements for staff and special groups of attendees at conferences
  • Review conference invoices for accuracy and approve for payment
  • Perform other duties/special projects as assigned

Education, Skills and Experience:

  • Four (4) year college degree required.
  • Minimum of 3 years’ experience in event management preferred.
  • Ability to meet deadlines, manage time well and perform job responsibilities without constant supervision.
  • Professional demeanor and comfortable working with top level executives, internal customers and vendors.
  • Ability to problem-solve, manage crisis situations effectively and maintain composure under pressure.
  • Strong customer service mentality with a proactive and positive attitude.
  • Excellent interpersonal skills and ability to work well in a team environment and independently.
  • Exceptional attention to detail, quality and accuracy.
  • Excellent proofreading skills.
  • Proficiency with standard desktop software including all Microsoft Office programs

Other requirements:

  • Ability to travel to meetings and conferences
  • Ability to work with immediate supervisor who works remotely

Behavioral Competencies:

All RILA Staff:

  • Communication
  • Collaboration
  • Decision-Making/Problem Solving
  • Initiative
  • Member Focus
  • Planning and Organizing/Managing Work
  • Quality Orientation

Technical Competencies:

  • Administrative support (intermediate)
  • Event Scheduling & logistics (intermediate)
  • Knowledge of Microsoft (intermediate)
  • Knowledge of systems (intermediate)
  • Project administration (basic)

RILA offers competitive benefits – 401k, health, dental and vision, paid time off, holiday leave, professional development opportunities, and more.

RILA is an Equal Opportunity Employer.

About Retail Industry Leaders Association

The Retail Industry Leaders Association (RILA) is a trade association of the largest and fastest growing companies in the retail industry. Its member companies include more than 400 retailers, product manufacturers, and service suppliers, which together account for more than $1.4 trillion in annual sales. RILA members operate more than 100,000 stores, manufacturing facilities and distribution centers, have facilities in all 50 states, and provide millions of jobs domestically and worldwide.

Meetings Associate
(c) Management, Inc.
Rockville, MD

Join a dynamic team of professionals, as a Meetings Associate, at (c) Management, Inc., an accredited association management company with clients in the healthcare field of oncology.

The Meetings Associate will be responsible for all aspects of registration and will provide logistical support for our client conferences and meetings. The ideal candidate understands that service and teamwork is first and foremost a mindset, an attitude, and a commitment. Additionally, the ideal candidate exercises professionalism, discretion, sound independent judgment, and honors a high level of accountability in the performance of their craft. The position reports to the Manager, Meetings.

The Meetings Associate fills a visible customer service role and will be responsible for performing front desk tasks and coordinating our meeting/event registration process. This includes greeting visitors, answering phones, responding to emails, setting up meeting registration sites (Cvent), creating associated meeting documents, and other similar duties.  In addition to strong customer service skills, the individual must be able to manage multiple projects simultaneously and produce high-quality materials within strict deadlines set by the Manager.  S/he will work closely with the Meetings Team to provide logistical support for meetings assigned (including shipping of supplies, printing of name badges, post-event reconciliation).

The ideal candidate will be proficient in Microsoft Office (Word, Outlook, Excel), CVENT (or other, similar, registration system). S/he will possess excellent interpersonal skills and demonstrate a professional and positive attitude. Must have the ability to work in a team-oriented environment as well as independently.  S/he should be eager to learn and work well with minimum supervision. In addition, a wide degree of creativity and latitude is expected in this role and we look forward to recommendations for improvements to make our processes more efficient and to create new ones as needed. The Meetings Associate should also be able to propose ideas to improve provided services and event quality. The ability to lift boxes for shipments (up to 20 pounds) is required.

Preferred Qualifications: At least two years of experience working in the meetings or membership departments of an association or non-profit. Knowledge of Abila/netFORUM Pro (or other, similar, membership system). Demonstrated knowledge of position requirements, as described. A keen attention to detail and accuracy including proofreading copy on registration websites, emails, and registration lists is critical. Candidate should be self-motivated and directed, with the ability to produce high-quality material and provide exceptional service to clients and members in a timely manner.

We offer a very competitive salary and comprehensive benefits package which includes medical, dental, and vision insurance, Life and AD&D insurance, STD & LTD, and a Health Saving Account Plan. Paid vacation, sick, and personal days, holidays, 401(k) Savings Plan, a Tuition Reimbursement benefit, free parking and more!

Interested and qualified candidates, please forward a cover letter, including salary requirement, and a resume to: HR@c-managementinc.com. No phone calls please. AA/EOE. Visit our website at www.c-managementinc.com and www.accc-cancer.org

NOTES: Additional Salary Information: Competitive

About (c) Management, Inc.

(c) Management, Inc. is an accredited association management company with clients in the healthcare field of oncology.

Senior Meetings Manager
SPARGO, Inc.
Fairfax, VA

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

We are looking for a qualified individual who will serve as a Senior Meetings Manager for assigned accounts.

This position will work directly with the liaison(s) of assigned accounts (clients) and be responsible for managing and executing all phases of meeting logistics planning for events including, but not limited to: RFP creation and review, facility/vendor contract negotiation, management of contracted vendors such as audio visual, catering, general contractor, security, shuttle, communications, and printing. Additional responsibilities will include database management, budget development and oversight, timeline development, preparation of event resume/function books, the creation of meeting room diagrams, and onsite execution.

Requirements:

  • Bachelor’s degree preferred
  • Current CMP or possess ability to sit for CMP exam within 12 months of hiring
  • 5+ years meeting logistics experience and management experience with corporate and/or association meeting budget preparation and monitoring, preferably for meetings with 5,000 or more attendees
  • Highly motivated with excellent oral/written communication, organizational, multi-tasking, and project management skills
  • Demonstrated problem-solving, conflict resolution and excellent customer service with high-level stakeholders, staff and vendors
  • Proficient use of Microsoft Word, Excel, PowerPoint, Outlook, and Access databases including general knowledge of the basic structure and editing of databases, practical experience regarding inputting data and generating reports using Access
  • Familiarity with medical meetings, continuing medical education and the pharmaceutical industry including state law and regulatory legislation, and an understanding of regulatory/compliance issues related to meetings is preferred.
  • Overall knowledge of meeting logistics functions (preferably for meetings with more than 500 attendees) including: timeline development, subcontractor contract negotiation, space assignments, catering, audio/visual, telecommunications including onsite telephone requirements, onsite portable communication requirements, onsite computer/peripheral equipment requirements, scheduling onsite temporary help, and security management including instructions and onsite scheduling.
  • Experience with budgeting including initial preparation, monitoring and reporting; invoice coding and reconciliation; ability to design, produce and monitor “project management timelines”
  • Must have the ability to manage signage creation from text and placement plan to approving final signs for production.
  • Excellent onsite management skills. Demonstrated ability to perform calmly onsite while under pressure to resolve issues effectively while keeping the client informed.
  • Excellent customer service skills with high level stakeholders, staff, and vendors to provide/solicit information or resolve problems.
  • Proficiency with Microsoft Word, Excel, Outlook, PowerPoint and Access
  • Must be capable of learning and using floorplan software
  • Must be a self-starter, detail-oriented, and able to multi-task
  • Must have excellent organizational and proofreading skills
  • Must be a team player who leads by example
  • Travel required: 25 – 35%

We offer excellent benefits and a casual work environment.

SPARGO, Inc. is an equal opportunity employer and does not discriminate against otherwise qualified applicants on the basis of race, color, creed, religion, ancestry, age, sex, marital status, national origin, disability, handicap or veteran status.  Only candidates who have completed an application will be given consideration.  Apply Here: https://apply.hrmdirect.com/resumedirect/ApplyOnline/Apply.aspx?req_id=enc-16.8893101854828893&source=568847-CS-9962

About SPARGO, Inc.

SPARGO is a full-service event management company. SPARGO offers a full suite of services that support the production of tradeshows, conventions, conferences, symposiums and seminars.

Senior Meeting Planner
The Hill Group
Washington, DC

Well-established firm specializing in Federally-funded health and human services projects seeks a full-time Senior Meeting Planner who will be responsible for:

  • Planning, coordinating and executing meeting, conferences, webinars, exhibits, and a variety of communications campaigns
  • Managing full conference and event life-cycle requirements, including site selection and contract negotiation, vendor pricing and selection, hotel and venue coordination and oversight, travel coordination and all meeting and administrative support
  • Effectively multitasking and juggling simultaneous (often multiple) meetings and events while exceeding the expectations of multiple clients at the same time
  • Developing and managing event-related budgets
  • Supervising junior logistics staff
  • Collaborating with clients in a professional manner
  • Organizing and implementing tasks with minimal supervision
  • Effectively following the company’s methodology and upholding operating standards
  • Balancing priorities, meeting tight deadlines, and producing superior deliverables
  • Ensuring project documents are accurate, complete, current, and archived appropriately
  • Minimum of 5-8 years meeting planning experience
  • Experience in government meeting and conference planning, including working knowledge of the FARs
  • Proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint)
  • Excellent attention to detail and organizational skills
  • Strong interpersonal, writing and communication skills
  • Ability to work in a fast-paced environment, both in a team and independently
  • Professional demeanor
  • Experience with Cvent is preferred
  • CMP/CGMP designation strongly preferred

About The Hill Group

Government Contractor currently located in our McLean, VA office. Position will move to our NW, Washington, DC corporate office (close to Metro) starting in November 2017.

Association Management – Meetings/Admin Specialist
American Urological Association
Linthicum, MD

The American Urological Association (AUA) is the premier association for the advancement of urologic patient care. We are actively recruiting an Association Management – Meetings/Admin Specialist for our Urology Management Services (UMS) department.

The AUA has more than a dozen subspecialty societies in areas such as pediatric urology, cancer, stone disease and research.  Each of these groups has its own board of directors, committees and scientific meetings.  We are seeking a strong administrative specialist to help coordinate these society activities — organizing scientific programs, meeting logistics, marketing and communications, assisting with Board and committee projects.  The position participates on staff teams and organizes project timelines.

AUA offers a rich total compensation package including competitive salary, medical dental and prescription plans, two defined contribution retirement plans, flexible work schedules, an on-site fitness center and many more exciting benefits. Make a decision to join our outstanding team at the American Urological Association. Resume and cover letter required. Send both indicating salary requirements to Tonia Taylor, Human Resources Generalist, 410-689-3842 (fax), or hr@auanet.org.

Requirements:

  • Minimum of 3 years of Association or similar client management experience required.
  • Bachelor’s degree preferred.
  • Meeting planning experience essential.
  • Exceptional organizational skills and proven project management experience.
  • Ability to develop clear, concise reports from attendance at meetings.
  • Advanced word processing and database skills, familiar with presentation software.
  • Ability to work independently and multi-task.
  • Ability to follow all company policies and procedures, as well as internal departmental procedures.
  • Must be flexible and customer focused.
  • Must be available to work Monday through Friday, and must be available for occasional weekend and/or extended hours as required.
  • Travel requirements include five meetings per year, each including a weekend — AUA’s Annual Meeting (4 nights in May), Spring Society meeting (3 nights), Fall Society and Section meetings (10-12 nights).

About American Urological Association

About the American Urological Association: Founded in 1902 and headquartered near Baltimore, Maryland, the American Urological Association is a leading advocate for the specialty of urology, and has more than 22,000 members throughout the world. The AUA is a premier urologic association, providing invaluable support to the urologic community as it pursues its mission of fostering the highest standards of urologic care through education, research and the formulation of health policy.

Associate Director, Meetings
National Defense Industrial Association
Arlington, VA

The National Defense Industrial Association (NDIA), located adjacent to the Courthouse Metro in Arlington, VA is seeking a full-time Associate Director of Meetings to manage and produce a portfolio of meetings, conferences and events for the Association, its Affiliates and Members. This is a full-time exempt position. Associate Director will train assigned new-hire meeting planners and provide mentorship; learn NDIA systems and business processes and complete necessary design training courses; serve as Acting Director when Director cannot attend; mentor and assist a team of two Meeting Planners and one Meeting Manager performing additional supervisory and administrative requirements as directed by Sr. VP, Meetings and Business Partnerships; Individual will sell and manage exhibit booths for assigned smaller meetings and conferences; develop sponsorship plans and opportunities, in coordination with the Director, Exhibits & Sponsorships; Periodic travel required; Candidate should have a Bachelor’s Degree and 7+ years of experience or equivalent combination of education and experience; if you fit the description above, please go to http://application.ndia.org/jobs and follow the instructions for submitting an application form, resume, and cover letter. NDIA is an EEO employer and all jobs are filled with the most qualified candidate. No phone calls please. Deadline for applications: July 21, 2017.

Candidate should have a Bachelor’s Degree and 7+ years of experience or equivalent combination of education and experience.

About National Defense Industrial Association

The National Defense Industrial Association (NDIA) is America’s leading Defense Industry association promoting national security. NDIA is proud to provide a legal and ethical forum for the exchange of information between Industry and Government on National Security issues. Our members foster the development of the most innovative and superior equipment, training and support for our warfighters and first responders through our divisions, local chapters, affiliated associations and events.

Meeting Associate
NABCA
Alexandria, VA

NABCA has an immediate vacancy for a Meeting Associate.  The Meeting Associate is responsible for the overall coordination and execution of the logistics and tasks necessary to support assigned meetings and events. S/he works closely with the Senior Meeting Planner to understand the details and intricacies required to coordinate and execute successful meetings for NABCA. The Meeting Associate reports to the Senior Meeting Planner.

Duties:

  • Coordinates and executes logistics for the Administrator’s Conference, Legal Symposium, Board Meetings, etc.; processes meeting registrations and generates reports; oversees meeting communications regarding registration, reimbursement, etc. (including surveys) for assigned meetings; follows up on registration RSVPs via phone and email; assists with rooming and registration cross-check processes.
  • Assists the Senior Meeting Planner with the planning and execution of meeting details associated with the Annual Conference of approximately 800 attendees, including, but not limited to: accommodations, audio visual, meeting room set-ups, food and beverage (F&B) and BEO requirements, production/décor, trade show, etc. as assigned; works collaboratively with the Senior Meeting Planner to provide general assistance at meetings and conferences as needed (including binder preparation, on-site registration, attendee assistance, etc.).
  • Develops meeting publications; oversees and works with printing companies to produce meeting and marketing materials, onsite programs, etc.; works with appropriate vendors or staff to distribute email blasts, develop meeting apps, update or modify web site landing pages, etc.
  • Produces in-house printed registration kit materials and coordinates assembly for assigned meetings; updates, proofs and edits Meetings documents; prepares and distributes registration memos and other correspondence.
  • Plans and coordinates logistics then executes the details (e.g., meals, audio-visual) required to convene local and in-house meetings (
  • Assists with developing timelines and logistics schedules; Adheres to departmental deadlines, procedures and guidelines.
  • Coordinates speakers’ arrangements, collects presentations, develops and organizes materials as needed.
  • Maintains Meetings portion of MMAX for assigned meetings (including submitting requests for assistance to the Database Coordinator); makes recommendations for database improvements.
  • Prepares and maintains reports for meetings as assigned, i.e., history files, charts, publications; assists in resolving database issues with other departments, etc.; organizes and maintain Meetings publications and past events files.
  • Manages Meetings Dept. in-house and travel supplies and materials; responds to attendee inquiries.
  • Performs other projects and duties as assigned.

Knowledge, Skills and Abilities:

  • Bachelor’s Degree and 2-3 years of directly relevant meeting/event coordination and/or planning experience in an association environment are required.
  • Excellent organizational skills and precise attention to detail are required.
  • Must be able to independently multi-task, produce consistently accurate work during peak periods, and meet project and task deadlines. Must have excellent verbal and written communication skills; strong proofreading skills required.
  • Must have a professional, positive and motivated attitude.
  • Strong interpersonal skills are essential.
  • Must be self-directed and able to work independently without close supervision of daily projects and tasks. The ability to perform routine assignments with minimal supervision is essential.
  • Must be able to work as a part of a cohesive team during peak periods.
  • Must be proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint), Internet Explorer (or similar), etc.; experience with conference or meeting registration database required; previous experience with database software, In Design, Adobe, or desktop publishing is preferred.
  • 15-20 % travel (local and out of town) required.

About NABCA

The National Alcohol Beverage Control Association, located in Alexandria, VA, was founded in 1938 and is the national trade association representing the jurisdictions that control the distribution and sale of beverage alcohol within their borders. The mission of the National Alcohol Beverage Control Association (NABCA) is to support member jurisdictions in their efforts to protect public health and safety and ensure responsible and efficient systems for beverage alcohol distribution and sales. NABCA offers competitive salaries and a generous benefits package.

Coordinator, Meeting Services
Endocrine Society
Washington, DC

Under the direct supervision of the Director of Meetings, the Coordinator is responsible for providing administrative and logistical support to the Meetings Team, including: signage, shipments, ENDO shuttle, and ENDO staff instruction. Works and supports Director, Meeting Services with ENDO registration and VIP registration/housing, and serves as a main contact with the key registration company staff.

What you’ll bring to the job:

  • College degree preferred.
  • 2 – 3 years meeting planning experience (association experience preferred).
  • Experience in creating and using spreadsheets and databases.
  • Strong project management skills and ability to work independently.
  • Ability to work on multiple projects and to be able to prioritize projects.
  • Excellent verbal and written communication skills including typing proficiency with emphasis on accuracy and business writing abilities.
  • 2 years demonstrated positive customer service experience.

Our Values:

We believe in and empower our staff. We know that with our investment in their growth, they have an even greater potential to contribute to our organization. Our core values embody the character and culture of our staff – they guide our decision making, interactions and how we serve our members. As an organization, we are committed to: demonstrating responsible stewardship, treating one another with trust and mutual respect, supporting work life balance, sustaining an inclusive environment, and fostering an environment that encompasses communication, service, collaboration, results & innovation.

What you’ll own:

  • Assist and support the Manager, Meetings Services with committee and live educational meetings, monitors and reviews online meeting request forms; provides templates for meeting notices to staff liaison; manages RSVP list, produces signs; prints name badges for CEU/EBR; coordinates shipments, etc.
  • Work with transportation company to coordinate shuttle service for ENDO including CMES program.
  • Serve as a key contact with the official ENDO registration company and coordinates/oversees production of online registration by:
    • Responding to questions regarding ENDO registration.
    • Working with the Marketing Team to develop registration and housing forms.
    • Managing ENDO VIP registration and housing.
  • Support the Director of Meetings with maintaining and updating the ENDO staff assignment worksheet. Assist in preparation of ENDO All Staff and New ENDO Staff Orientation, including preparation of agendas, PPT presentations, staff manuals and other essential logistical considerations.
  • Act as department liaison coordinating meeting related materials for the ENDO brochure and web micro-site, CEU brochure and web listing.
  • Work with Freeman and staff to ensure the success of an on-time complete delivery for ENDO and manage on-site shipment placement.
  • Coordinate/produce all necessary ENDO signs to include entering data into the Freeman Plan Tour software and approving signs and displays.
  • Assist with monitoring the ENDO budget for assigned functions and report budget status. Prepare invoices for approval and payment through the Finance department.
  • Prepare the RFP for temporary personnel for ENDO. Train and supervise temporary personnel as required at all onsite meetings.
  • Organize the purchase of ENDO uniforms and maintain inventory of meeting staff uniforms. Provide options for ENDO conference bags and manage the process of ordering bags as well as the process of bag stuffing for attendees.
  • Ensure cross-functional communication between departments.
  • Maintain an awareness of the meetings and hospitality industry trends and foster healthy business relationships.

What you’ll do well:

  • Organize work, set priorities, and determine resource requirements; determine necessary sequence of activities needed to achieve goals and meet deadlines.
  • Develop and maintain strong relationships with members by listening, understanding, and responding to identified needs. Exhibits high level of customer service and identifies ways to improve service procedures/levels within own position. You will demonstrate responsiveness and follow-through on internal and external requests.
  • Possess the ability to interact and communicate with individuals at all levels of the organization. Ability to plan and organize tasks to achieve results.

What you’ll get out of it:

  • Working with a staff that has passion for our mission, believes in one another and has fun.
  • The chance to work in an environment that empowers staff to take informed risks and create new programs and services.
  • A chance to contribute in a fun job with room to make it your own.
  • A strong and competitive salary and benefits package that focuses on your well-being and financial health.

Endocrine Society offers a convenient downtown DC location within walking distance of Farragut North/Farragut West and Foggy Bottom metro stations. Qualified candidates interested in a purposeful- work environment, competitive salary and excellent benefits, including a generous TIAA-CREF retirement plan with a 10% employer contribution, should submit resume and cover letter with your application.

EOE/AA/M/F/.Vet./Disab.

Apply Here: https://workforcenow.adp.com/jobs/apply/posting.html?client=endocr&jobId=196524&lang=en_US&source=CC3

When applying to this position, you will be directed to an external job application site hosted by ADP. If you are a first-time user, please register for your unique login information before applying for this position.

About Endocrine Society

Endocrine Society is the world’s largest and most active professional organization of endocrinologists in the world. Founded in 1916, the Society is internationally known as the leading source of state-of-the-art research and clinical advancements in endocrinology and metabolism. We are dedicated to promoting excellence in research, education and clinical practice in the field of endocrinology. Society membership continues to grow with more than 18,000 members from over 100 countries. These professionals are dedicated to the research and treatment of the full range of endocrine disorders: diabetes, infertility, osteoporosis, thyroid disease, obesity/lipids, growth hormone, pituitary tumors, and adrenal insufficiency. For employees, Endocrine Society offers a stimulating, collegial work environment of 86 staff where top performance is recognized and appreciated. We pride ourselves on our competitive pay practices and excellent benefits program, including a 10% annual employer contribution to a TIAA-CREF retirement plan, subsidized health, dental and vision insurance, fully paid life and disability income protection, professional development and tuition assistance programs, an on-site employee fitness room and generous leave benefits. We have a convenient Downtown D.C. location accessible by the Metro red line Farragut North and blue and orange line Farragut West stations.

Meetings Manager
School Nutrition Association
National Harbor, MD

Position Description:

Responsible for the planning and execution of logistics in support of SNA meetings and other events and activities for meeting rooms, food and beverage, support to speakers, conference signage and signage to support sponsors, events and transportation. Provides training to local volunteers at conferences. Liaisons with audio visual vendor on meeting AV requirements. In addition, provides support to the development of annual budget projections and manages the financial reconciliation process for all invoices for conferences.

Position Responsibilities:

  • Responsible for the planning, budgeting, detailed tracking and execution of a wide range of logistics for SNA meetings and events, including meeting room set up, food and beverage requirements, and AV support.
  • Works with SNA staff to plan and match meeting room needs with facility space. Develops and uses a tracking system to track meeting room requirements, assignments, changes and confirmations. Provides staff with confirmed meeting room specifications well in advance of meetings to accommodate changes as needed.
  • Works with SNA staff to identify food and beverage requests and submits to the facility. Develops and uses a tracking system for orders, changes and confirmations. Provides staff with confirmed order information well in advance of meetings so changes can be made as needed.
  • Works with staff to identify AV support needed for meetings and events and submits to AV contractor. Develops and uses a tracking system to record requests to vendor and document confirmations. Provides confirmations to staff in meeting room specifications well in advance of meetings so changes can be made as needed.
  • Develops a plan for the use of volunteers at ANC with the Local Volunteer Chair’s input and SNA staff who work with them on site. Policies and procedures are developed well in advance of meetings and distributed.
  • Responsible for the planning, requirements for set up, and daily needs of the Staff Room at ANC.
  • Provides support to the Director of Meetings on the development and implementation of technology for the Center to enhance meetings management performance, track the many details of planning a meeting, on site responsibilities and production of reports.
  • Provides support to speakers after they have been confirmed to ensure their AV and logistical needs are met for their assigned session.
  • Works with Director of Meetings to identify transportation requirements for each meeting. Places orders with vendors and contractors, makes changes as needed, tracks and follows up on site.
  • Provides support as needed to the Director of Meetings on set up requirements for the closing event at ANC and other VIP events. Documents requirements, forwards to facility, makes changes as needed and confirms arrangements with Chief Executive Officer, Staff Vice President, and Director of Meetings.
  • Reviews and follows up on any discrepancies on all invoices received. Reconciles discrepancies or alerts Director of Meetings when there are unresolved discrepancies. Works closely with Accounting staff to ensure invoices are paid promptly.
  • Attends pre-con meetings and other planning meetings at hotels and facilities with Director of Meetings and Staff Vice President.
  • Provides support to industry members in setting up their meetings and social events at ANC and other meetings throughout the year (In Conjunction With Events – ICW’s).
  • Facilitates Conference Staff Meetings and presentations in Director of Meetings’ absence.
  • Oversees approvals for check requests in Director of Meetings’ absence.
  • Provides logistical support to School Nutrition Foundation (SNF) at conferences and other SNA Center meetings.

Position Requirements:

EDUCATION:  Bachelor’s degree in a relevant field.

EXPERIENCE AND KNOWLEDGE:

  • Three years or more experience in the meeting planning industry managing logistics of medium size conferences and national conventions, various size meetings and related events, including planning, on site execution of logistics, financial tracking and reporting and evaluation.
  • Demonstrated experience representing an organization with vendors, contractors, sponsors and hotel and convention meeting staff to establish successful working relationships, manage the organization’s meetings requirements successfully and solve problems as they arise.
  • Demonstrated experience planning meetings within a budget, tracking expenses, adjusting for changes, reconciling invoices, and preparing final budget reports.
  • Demonstrated experience developing and implementing tracking systems for meetings management and operational logistics.
  • Work experience in an association or other service-oriented environment with customer service responsibilities preferred.

COMPETENCIES:

  • Demonstrated skills in planning and executing logistics for meetings.
  • Ability to anticipate issues and recommend solutions in a timely way to resolve before they are a problem.
  • Demonstrated skills in collaboration, teamwork and working in a group to achieve specific goals and meet deadlines.
  • Highly developed communication skills including professional writing and editing and verbal skills for a variety of internal and external audiences.
  • Ability to maintain a calm, professional demeanor under stress.
  • Ability to write final draft and other communications requiring minimal editing.
  • Ability to develop logistical meetings support according to a timeline, make frequent changes accurately and with adaptability.
  • Demonstrated skills in applying new technologies in the meetings industry to organization procedures and practices, providing feedback on the applications and evaluating cost and labor savings.
  • Demonstrated skills in following up and following through on large numbers of details in a heavy workload, under pressure and while juggling multiple tasks.
  • Ability to maintain focus on short and long-term deadlines and keep pace with demands of daily operations.
  • Demonstrated flexibility and adaptability to organizational change.
  • Strong skills in Microsoft Word applications, Excel and accessing and retrieving information from data bases.

Salary: $60,000-65,000

About School Nutrition Association

Vision: Be the authority and resource for school nutrition programs. Mission: SNA is the national organization of school nutrition professionals committed to advancing the quality of school meal programs through education and advocacy. Values: •Collaboration, Relationship Building and Teamwork •Caring Commitment and Service •Lifelong Wellness and Healthy Lifestyles •Passion for Lifelong Learning and Professional Development •Integrity and Ethics Strategic Goals: I. Education & Professional DevelopmentSchool nutrition professionals will have the necessary knowledge, skills and expertise to administer, manage and deliver healthy school meal programs. II. Advocacy and Public Image Policy makers, school officials and parents will rely on SNA as the authority for designing and funding school meal programs. III. CommunitySchool nutrition programs nationwide will be strengthened through collaboration with members, state affiliates, industry and allied partners. IV. Infrastructure SNA will have a financially sustainable funding model with a nimble governance structure and headquarters staff organization that is aligned with the strategic plan and reflects contemporary association business practices.

Manager Event Services
American Trucking Associations
Arlington, VA

The American Trucking Associations (ATA), the nation’s leading trade and lobby association representing the trucking industry, is actively seeking an energetic and creative Manager Event Services.  This position participates in all logistical facets on assigned events in ATA’s Event Services Department. This position has no supervisory responsibilities.

Primary Responsibilities:

  • Participates in the logistical management of all facets of the ATA event services as assigned;
  • Provides input to Director of Event Services on selection of sites for all ATA events as assigned; Provides input on negotiations and finalizing contracts and food and beverage with hotels;
  • Solicits and reviews RFPs for hotels/convention centers to host various meetings and the services/supplies required therewith relating to but not limited to audio visual/production, office equipment, security, temporary help, entertainment, speakers, transportation, printing;
  • Prepares spec sheets for events as assigned to be sent to hotel/convention centers;
  • Works closely with Director on all promotional materials (on-site program, brochures, advertisements, e-marketing campaigns, letters, etc.) associated with the assigned meetings; Maintains detailed schedules for all meetings assigned;
  • Is involved in the on-site management of ATA events as assigned; and
  • Reviews for accuracy and submits for approval all bills relating to all ATA events as assigned.

Knowledge and Skills:

  • BS/BA degree plus 5-7 years’ experience in areas of meetings management with an association or corporation of equal or larger size;
  • Hotel experience in convention and catering services a plus;
  • Excellent communication skills both verbal and written;
  • Exceptional Interpersonal skills; and
  • Ability to travel as required.

ATA offers a competitive salary and benefits package and is located in Arlington, Va., outside of Washington, D.C., within walking distance of the Ballston Metro station. To apply: Please visit https://us851.dayforcehcm.com/CandidatePortal/en-US/ata/Posting/View/44 to submit your resume.

Applicants must be eligible to work in the US. Please no third-party, agency responses, re-postings, calls or walk-ins. ATA is an Equal Opportunity/Affirmative Action and At-Will employer. All qualified applicants will receive consideration for employment based on their own merit without regard to race, color, religion, sex, national origin, disability, or protected veteran status.

Annual Conference & Meetings Manager
Association for the Advancement of Medical Instrumentation
Arlington, VA

The Annual Conference and Meetings Manager position handles meeting logistics for annual conference and expo, as well as ad-hoc events. Responsibilities include determining room assignments/set-up, AV, food and beverage, signage, mobile app., and sponsorship fulfillment. The position is also responsible for speaker management, including the call for proposals, working with the program committee to determine speakers and all communication with speakers to ensure they are prepared to present.

Responsibilities

  • Manage annual conference logistics with the guidance of Senior Director, for approximately 3,000 attendees across several different venues including hotels and convention center
  • Assign meeting rooms for educational programs, committee meetings, general sessions and any other ancillary events.
  • Ensure conference vendors are providing accurate, timely, and effective support.
  • Work with Senior Director to ensure the general services contractor develops a design and appropriate show graphics for the annual conference in a timely manner, including sign standards and management, registration, general session set, expo entrance unit and any other graphics needed to enhance the attendee experience.
  • In coordination with AAMI staff and vendors determine needs for governance, networking and other AAMI events at the annual conference, including but not limited to, F&B selections, audio visual needs and signage.
  • Prepare and distribute all event specifications for the annual conference.
  • Manage sponsorship fulfillment activities.
  • Work with Standards department on all logistics for meetings occurring at the annual conference.
  • Help create, submit and manage hotel rooming lists; serves as liaison to housing partner.
  • Manage content for the AAMI website for the annual conference; ensures updates are completed and accurate.
  • Manage all aspects of the mobile app including set-up, uploading educational content, speaker information, advertisements, etc.
  • Manage speakers and coordination of logistics for speakers and faculty of Annual Conference and other events as identified. Including, but not limited to sending confirmation materials; collecting speaker presentations and uploading to AAMI University; following up with speaker needs/requirements (e.g., registration, housing, A/V, processing honorarium and travel expenses as appropriate) and keeping updated records.
  • Prepare and deliver a pre-con speaker webinar for the annual conference.
  • Summits or other meetings logistics – manages speaker logistics (as outlined above) and hotel logistics (food and beverage, audio visual, and sleeping room needs). Serves as liaison to marketing staff to ensure promotion of events. Liaison with Senior Vice President of Education, meetings vendor, professional facilitators, copyrighters, registrar, membership staff, and other AAMI staff on key aspects of event.
  • Track actual expenditures to provide “real time” reports on spending by line item. Reviews for accuracy and submits for approval all bills relating to all AAMI events as assigned.

Qualifications

  • Undergraduate’s degree, preferably in business administration, marketing or hospitality, or equivalent combination of education and experience.
  • Requires 3-5 years’ experience in association meetings utilizing multiple venues (hotels, convention center, off site venues).
  • CMP designation preferred.
  • Must be organized, detail-oriented, and able to plan ahead to meet deadlines, able to manage multiple tasks in a fast-paced environment, and possess excellent time management and prioritization skills.
  • Ability to problem-solve and make on-the-spot decisions.
  • Ability to professionally represent the association.
  • Excellent oral and written communications skills, including knowledge of editing, proofreading and copy writing.
  • Experience working with diverse constituencies in competitive environments is desirable.
  • Experience in budget development and implementation preferred.
  • Ability to work independently and in a team environment.
  • Strong commitment to customer service.
  • Flexible and positive attitude with a willingness to learn new skills.
  • Proficiency in Microsoft Word, Excel, PowerPoint and Outlook with ability to quickly learn new programs; iMIS database experience a plus.

About Association for the Advancement of Medical Instrumentation

The Association for the Advancement of Medical Instrumentation (AAMI) is a nonprofit organization founded in 1967. It is a unique alliance of nearly 7,000 members from around the world united by one critical mission: increasing the understanding and beneficial use of medical technology. AAMI members improve medical device safety through the development and use of AAMI standards, professional certification, education, summits, and other technical resources. Industry, government agencies, healthcare organizations, and others rely on AAMI to disseminate high quality, objective information that helps make technology use in the patient care environment safer and more effective.

Senior Associate Events Planner
HIS Markit
Gaithersburg, MD

About IHS Markit

IHS Markit harnesses deep sources of information, analytics and expertise to forge solutions for the industries and markets that drive global economies. Our company partners with clients in business, finance and government to provide the unrivaled insights and perspectives that lead to well-informed, confident decisions. We call this The New Intelligence. IHS Markit serves more than 50,000 key customers in more than 140 countries, including 80 percent of the Fortune Global 500.  We help decision makers apply higher-level thinking to daily tasks and strategic issues across a host of industries and disciplines including energy, finance, automotive, engineering, technology, maritime and trade, aerospace and defense, chemical, and economics and country risk.

Headquartered in London, IHS Markit (Nasdaq: INFO) is committed to sustainable, profitable growth.

This position is responsible for planning, coordinating and managing OPIS educational onsite meetings and company events. Candidates should be self-starting, detail oriented, energetic and able to work both independently and in a dynamic team environment with 3-5 years of experience in conference/meeting planning, logistics, travel arrangements, project planning, relationship building for sponsors and exhibitors, and outreach for speakers and internal clients. Will be based in Gaithersburg, Maryland with travel to events as requested.

The Sr. Meeting Associate responsibilities include:

  • Coordinate meeting services such as rooms, transportation, and food service.
  • Monitor on-site activities to ensure both internal and external meeting attendees are satisfied.
  • Review meeting/event vendor bills for accuracy.
  • Negotiate pricing with vendors.
  • Communicate with internal resources to ensure all conference collateral is created, developed, edited and shipped to all conferences.
  • Plan quarterly update meeting logistics and employee communication.
  • Manage vendors for OPIS Kickoff.
  • Coordinate client events with editorial staff.
  • Travel onsite to OPIS educational meetings to provide customer care with registration and Spanish translations specific to Mexico events (bi-lingual English/Spanish preferred).

The successful applicant will possess:

  • 3-5 years’ experience in Conference/Meeting planning
  • Excellent communication skills (both oral and written).
  • Excellent organizational skills and the ability to logically verbalize thoughts and ideas.
  • The ability to interact professionally with attendees, sponsors, vendors and internal clients.
  • The maturity to work with only moderate supervision and handle multiple tasks.
  • The ability to document and follow processes and procedures.
  • Experience working in an event registration software (Cvent or other).

He/she must also be:

  • Reliable and able to work under pressure and within deadlines.
  • Cooperative and able to work in a team environment.
  • Detail oriented.
  • Proficient in various software applications, such as MS Word, Excel and Outlook.

Required education: Bachelor’s degree or higher and/or equivalent work experience

Apply Here: https://jobs.ihs.com/job/US%2CMaryland%2CGaithersburg%2C9737-Senior-Associate-Events-Planner-MD-20877/414896400/

Corporate Events Planner
Capital One
McLean, VA

At Capital One, we’re building a leading information-based technology company. Still founder-led by Chairman and Chief Executive Officer Richard Fairbank, Capital One is on a mission to help our customers succeed by bringing ingenuity, simplicity, and humanity to banking. We measure our efforts by the success our customers enjoy and the advocacy they exhibit. We are succeeding because they are succeeding.

Guided by our shared values, we thrive in an environment where collaboration and openness are valued. We believe that innovation is powered by perspective and that teamwork and respect for each other lead to superior results. We elevate each other and obsess about doing the right thing. Our associates serve with humility and a deep respect for their responsibility in helping our customers achieve their goals and realize their dreams. Together, we are on a quest to change banking for good.

Corporate Events Planner

This Senior Associate will be responsible for managing the entire event planning process:

  • Pre-event: venue search (create and manage RFPs), detailed planning/scoping of event, budget preparation and cost control; build registration websites through Cvent and manage pre-event communications and reporting, liaise with event host, clients and speakers; source and contract necessary vendors
  • On-site: event execution. Venue relationship management, supervision of vendors and support staff, liaise with audio visual team to meet client needs
  • Post-event: collation and reporting of event related statistics and costs, attendee surveys, progress timely settlement of invoices
  • Deliver multiple first-class events for internal and external clients with high expectations in a face paced environment
  • Maintain an in-depth understanding of the specific objectives of each business group
  • Liaise with internal clients to develop meeting objectives, logistical needs, printed materials, speaker sourcing and methods to evaluate overall results
  • Report and distribute ad hoc reports and analysis as required
  • Manage and direct program details, including meeting room set up, audio-visual, registration/hospitality, food and beverage, transportation and activities
  • Review invoices for accuracy and prepare final event budget and expense reports 4 weeks post event

Basic Qualifications:

  • High School Diploma, GED, equivalent certification, OR military experience
  • At least 2 years’ experience in event planning
  • At least 2 years’ experience in budgeting and negotiating contracts of all types
  • At least 1 year of experience in project management

Preferred Qualifications:

  • Bachelor’s Degree in event planning or hospitality, marketing or related field
  • Certified Meeting Professional Designation
  • 5 years’ experience in event planning
  • 5 years’ experience in budgeting and negotiating contracts of all types
  • 3 years’ experience in project management
  • 3 years’ experience working with an SMMP (Strategic Meetings Management Program) including Cvent or Starcite

The Successful Candidate Will Have:

  • Strong record of achievement in current position
  • Articulate, with strong written and verbal skills
  • Organized, with strong time management and ability to multi-task effectively
  • Calm, organized approach to working with strong attention to detail
  • Demonstrate poise and grace under pressure
  • Ability to manage competing priorities in fast-paced environment
  • Excellent computer and analytical skills, including Microsoft Outlook, Word, Excel and Power Point
  • Willingness to travel (30 – 50%) – Ability to work evenings and weekends

At this time, Capital One will not sponsor a new applicant for employment

Apply Here: https://www.capitalonecareers.com/job/-/-/1732/4986045

{Posted at the end of June}

Senior Meeting Planner                               
Council of Chief State School Officers
Washington, DC                                                          

Organization

The Council of Chief State School Officers (CCSSO) is a nonpartisan, nationwide, nonprofit organization of public officials who head departments of elementary and secondary education in the states, the District of Columbia, the Department of Defense Education Activity, and five U.S. extra-state jurisdictions. CCSSO provides leadership, advocacy, and technical assistance on major educational issues. CCSSO seeks member consensus on major educational issues and expresses their views to civic and professional organizations, federal agencies, Congress, and the public.

Summary

The Senior Meeting Planner reports to the Director of Meeting Services and is part of the Meeting Services team. This position manages the planning and execution of successful events while maintaining a high level of customer service to the internal stakeholders and to program participants.

The Senior Meeting Planner executes larger more complex events and conferences that are typically 300 attendees or more requiring the management of multiple vendors and staff and are generally attended by executive level members, partners and staff. The Senior Meeting Planner plays an integral project management role in all preplanning and on-site execution for assigned events.

Essential Functions and Responsibilities

The Senior Meeting Planner coordinates and manages all event logistics including but not limited to registration, housing, budgets, timelines, event specifications, program presenters, ground transportation, audio visual, and meeting room set-up for events ranging in size.  Specific responsibilities include:

Event Planning, Coordination, and Facilitation

  • Build and maintain strong internal and external client relationships.
  • Possess an understanding of and experience in:
    • Online and onsite registration processes.
    • Hotel logistics including sleeping room management, meal planning, and meeting space setup.
    • Audio visual terminology and general equipment specifications.
    • Event budget management and reporting.
    • Speaker and session proposal management.
  • Consult with stakeholders to determine programmatic goals and develop event specifications, work plans, and budgets based on identified goals.
  • Coordinate and facilitate pre-planning meetings with stakeholders and manage all information, event timelines, and task lists for assigned events.
  • Provide regular status reports to keep stakeholders up-to-date on planning activities and ensure all milestones are monitored and met.
  • Work with stakeholders and Contracts Coordinator to identify event sites and room designs aligned with event specifications and conduct site visits as needed.
  • Maintain appropriate documentation on all event planning activities and deliverables.
  • Initiate and negotiate proposals with vendors and manage auxiliary services for assigned events.
  • Manage event budgets in collaboration with stakeholders to maximize participant experience while minimizing cost.
  • Collaborate with stakeholders on changes, updates with event registration data in support of logistical activities.
  • Leverage technologies as appropriate to enhance the participant experience.
  • Manage and facilitate post-event activities such as expense/bill reconciliation, staff debrief, vendor payment, data tracking, post-convention reporting, and final budget reports.
  • Assist as needed with in-house meetings at CCSSO headquarters including acquiring space and ordering food and beverage.
  • Other duties as assigned.

Vendor Relations

  • Actively participate in industry groups to gain knowledge and stay abreast of current trends.
  • Establish and maintain positive and ethical relationships with CVBs, national hotel sales representatives, and local peer groups.
  • Engage in industry networking to promote CCSSO’s vision/mission and maximize exposure.

Education and/or Experience               

  • A Bachelor’s degree in hospitality management or related field, or an equivalent combination of relevant education and work experience required.
  • Professional designation (i.e., CMP, CMM) required.
  • A minimum of 5 years event management experience required, association experience preferred.

Knowledge, Skills, and Abilities

Communication Skills:

  • Ability to read, analyze, and interpret instructions, contracts, budgets, and AV specifications.
  • Ability to write concise, easily-understandable reports.
  • Excellent interpersonal, verbal, and written communication and negotiation skills and the ability to respond to common inquiries from internal and external customers.
  • Demonstrated presentation and speaking skills and the ability to effectively present information to internal and external clients in one-on-one and small group situations.

Reasoning and Problem Solving Ability:

  • Strong analytical and problem-solving skills.
  • Ability to apply active listening and questioning techniques to gain a complete understanding of issues.
  • Ability to apply situational understanding to carry out instructions furnished in written, oral, or diagram form.
  • Ability to troubleshoot and respond to challenges based on knowledge of industry best practice.

Additional Requirements:

  • Travel to on-site meetings and the ability to attend evening and/or weekend meetings. Travel is required at minimum 12-15 times per year.
  • Positive team player with strong interpersonal skills and an ability to work with a wide range of internal and external personalities.
  • Detail oriented, works well under pressure, and able to handle multiple tasks and requests simultaneously, with excellent focus and strong prioritization skills.
  • Proven skills in contract/pricing negotiations.
  • Proven ability to work in partnership with hotel staff, partner organizations, and vendors to achieve successful results.
  • Demonstrated budget management and forecasting skills.
  • Demonstrated project management skills.
  • Collaborative work style and a dedication to exceptional customer service.
  • High business ethics standards.

Technical Skills                

  • Proficiency in Microsoft Office, especially Word, PowerPoint, and Excel, and use of Internet browsers to conduct research.
  • Understanding of online registration and event management software, experience with Net Forum database software and on-site badge printing a plus.
  • Able to apply basic troubleshooting techniques to address equipment issues while onsite.
  • Understanding of event AV terminology and equipment, ability to develop specifications for all size events, and experience engaging in informed negotiations with vendors.

Physical Demands

While performing the duties of this job the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; and stoop, kneel, or crouch.

The employee is occasionally required to lift up to 30 pounds. The vision requirements include: close vision.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

About Council of Chief State School Officers

The Council of Chief State School Officers (CCSSO) is a nonpartisan, nationwide, nonprofit organization of public officials who head departments of elementary and secondary education in the states, the District of Columbia, the Department of Defense Education Activity, and five U.S. extra-state jurisdictions. CCSSO provides leadership, advocacy, and technical assistance on major educational issues. The Council seeks member consensus on major educational issues and expresses their views to civic and professional organizations, federal agencies, Congress, and the public.

Education & Meetings Assistant
AMGA
Alexandria, VA

Description of Function:

Under the supervision of the Senior Director of Education & Meetings, the Education & Meetings Assistant will provide administrative support for the event activities of the association, and backup administrative support for the membership department.

Specific Responsibilities:

REGISTRATION/CONFERENCE REGISTRAR

  • Maintain meeting registration database
  • Verify accuracy and completeness of all conference registrations and payments
  • Process registrations and send confirmation emails
  • Manage and staff registration desk at annual conference
  • Audit registration list with hotel rooming list—make sure all attendees, speakers and staff are in the hotel
  • Contact attendees who are not on hotel list and verify that they have accommodations before they get to the hotel
  • Design attendee roster for each meeting and verify all attendees, speakers, and staff are correctly listed on the roster
  • Print and assemble badges for each meeting for all speakers, attendees, and staff
  • Prepare conference materials for shipping

SPEAKER LIAISON

  • Assist Manager of Education & Meetings with confirming speakers for meetings
  • Help coordinate AV requests
  • Assist Manager of Education & Meetings by tracking down delinquent speaker forms, AV requests and handouts
  • Collect presentations and handouts

MEETING MATERIALS

  • Assist Manager of Education & Meetings with the population of the conference app(s)
  • Design and reproduce CME/Evaluation forms for conferences and meetings
  • Assemble materials for regional meetings and council meetings: evaluations, badges, etc.
  • Assemble and pack supplies for events: signs, badges, administrative box, and other materials

TRAVEL

  • Meetings & Education Assistant position will be required to travel to various national, regional, and local meetings to assist with on-site registrations and logistics, as needed.

OTHER DUTIES:

  • Customer service skills required – phone etiquette and email etiquette is a must in all interactions with AMGA members and event participants.
  • Be able to troubleshoot and resolve AV challenges
  • Be proficient in webinar support – setting up, administering, executing webinars using current WebEx platform
  • Serve as backup to the front desk during lunch hours
  • Assume front desk responsibilities when front desk receptionist is on vacation or sick leave
  • Assist, as available, with major office projects, mass mailings, etc.

Microsoft Office proficient: Excel, Word, Powerpoint

Database: iMIS

Strong customer service skills

Ability to communicate effectively through email and formal written correspondence.

Must possess a pleasant phone manner and be comfortable with face-to-face communications with members, vendors and staff.

Salary: $35,000-45,000

About AMGA

At AMGA, we’re leading the transformation of healthcare in America because we believe in the power of healthier communities. By working alongside top professionals in our field and acting as their voice in the public sphere, we’re paving the way for medical groups and integrated systems of care to deliver the next level of high-performance health. Together, we’re more than just an association, we’re a community of leaders. AMGA, our members and our corporate partners form a team dedicated to dramatically improving population health and care for patients at lower costs. More than 175,000 physicians practice in our member organizations, delivering care to one in three Americans. Representing many of the nation’s most prestigious integrated systems of care, we have the insight and expertise to truly advance the way patients experience healthcare.

Meeting Planner (2 positions)
National Defense Industrial Association
Arlington, VA

The National Defense Industrial Association (NDIA) is seeking a full-time Meeting Planner to work with a thriving Meetings and Events Team. The ideal candidate has experience in all aspects of his/her assigned meetings, conferences, and events; Under Director/Assoc Director guidance, responsibilities include Planning, coordinating and executing assigned conferences/meetings/events ;meeting logistics; including site selection, hotel negotiation and contracting, food & beverage selection, audio/visual, attendee and exhibitor registration set-up, award management, venue coordination, speaker logistics, on-site management, post-conference financial reporting, post-show reports, formatting and posting of proceedings, and other logistics actions required to produce a successful event. Oversee customer service, display/exhibit registration and management, sponsorship sales and fulfillment, post-conference administrative and financial actions, formatting and posting of proceedings, and other administrative and logistics actions required to ensure a successful event; Coordinating with exhibits team assigned manager for events with exhibits; Responsible for sponsorship sales and fulfillment for smaller meetings and conferences; Development of detailed budgets for assigned meetings, monitors budget execution throughout the year, and participates in monthly budget reviews as required; performs marketing coordination and financial duties;  Periodic travel required, to include air travel; Performs on-site management of assigned events; Candidate should have an Associate’s Degree and 2 years of experience or equivalent combination of education and experience; If you fit the description above, please go to http://application.ndia.org/jobs and follow the instructions for submitting an application form, resume, and cover letter. NDIA is an EEO employer and all jobs are filled with the most qualified candidate. No phone calls please.

Manager, Exhibits & Sponsorships
National Defense Industrial Association
Arlington, VA

The National Defense Industrial Association (NDIA) is seeking a full-time Manager of Exhibits and Sponsorships to develop high-value marketing content for publicizing events, development and execution of booth sales and onsite exhibit show management for up to eight shows annually. Candidate will be responsible for exhibit sales, as well as management of exhibit operations, including floor plan development, exhibitor communication, vendor selection, service kit development, sales contracts and exhibitor agreements and registration; Candidates expected to recommend barter/exchange agreements between NDIA and other organizations/shows/publications to trade NDIA commodities, i.e. publication bins, booth space, print ads, literature distribution opportunities, etc. for in-kind services that promote NDIA exhibits; Serve as exhibits liaison to convention or hotel facility staff, suppliers, security, exhibitors and members during exhibition; attend competing shows, and perform special projects as assigned. Ideal candidate will have between 5 and 7 years of experience in tradeshow management; Proficiency in a2z; Prior sales experience; Ability to handle multiple shows; If you fit the description above, please go to http://application.ndia.org/jobs and follow the instructions for submitting an application form, resume, and cover letter. NDIA is an EEO employer and all jobs are filled with the most qualified candidate. No phone calls please.

Meetings and Events Associate
Americans for the Arts
Washington, DC

SCOPE

The Meetings and Events Associate provides administrative and logistical support as a part of the Meetings and Events team in order to ensure that all meetings and events are produced consistently and in a timely manner. The Meetings and Events Associate works with staff, vendors, attendees, and speakers on several aspects of logistical planning, registration, travel arrangements for all Americans for the Arts meetings and events including but not limited to: the Annual Convention, Arts Advocacy Day, Nancy Hanks Lecture on Arts and Public Policy, National Arts Policy Roundtable, National Arts Marketing Project Conference, National Arts Awards, and internal staff events.

KEY DUTIES AND RESPONSIBILITIES

The Meetings and Events Associate reports to the Director of Meetings and Events and is an important team member within the Operations department. The primary function of this position is to provide general logistical and administrative support for a variety of meetings and events which includes RFP’s for required vendors, preparing conference materials, serving as registration liaison with the database team and pre-event/onsite registration logistics, serving as the department web liaison, processing meetings and events RSVPs/Speaker logistics, Floor plan design for various events, collaborating with AFTA Team members on annual events, maintaining supply and storage inventory for the Meetings and Events team, and ensuring accurate meeting-related communications with registrants and internal staff. Responsibilities include, but are not limited to:

Meetings and Events

  • Assist with meeting and event logistical planning to include: catering, décor/theme, entertainment, seating, onsite event management, and closing out of meetings and event (bill reconciliation, debrief, reporting, etc.)
  • Provide administrative support for mailings, general correspondence, website updates, Meeting and events Mobile Applications, historical information/reporting, inventory of supplies, and materials for Meetings and Events, etc.
  • Coordinate registration preparation process to include badge preparation, ticket distribution, etc. and provide onsite coordination of attendee materials
  • Ability to create a variety of forms and documents for events as needed
  • Prompt processing of attendee inquiries and requests
  • Generate lists as needed from the database for registration, housing, speakers and VIP’s
  • Identify and contract services and/or products with a variety of vendors such as shipping & supply companies, musicians, transportation companies, copy services, caterers, decorators, event insurance providers

Travel and Hotel

  • Gather, track and coordinate speaker, VIP, and staff travel needs to achieve both reasonable cost savings and minimal traveler inconvenience coordinated with the Operations Associate; includes arranging reservations on travel vouchers for staff, speakers, and scholarship recipients maximizing the organizations reward programs and hotel concessions
  • Coordinate hotel rooming lists for all meetings and events; includes communicating reservation information to hotels and to staff, speakers, etc., by maintaining and updating rooming list changes
  • Reconcile staff and speaker travel expenses and other charges according to AFTA travel policies.
  • Monitor and support enforcement of Americans for the Arts’ travel policies for assigned events.
  • Coordinate staff travel billing with contracted vendors (hotel and ground transportation) and reconcile those expenses on a monthly basis with the Operations Associate

Communication and Web

  • Field inquiries that come in through the “events” mailbox in a timely manner and giving accurate and consistent information about upcoming programs and events while providing quality customer service
  • Prepare and update meetings and events information in a timely manner for the events section of the organization’s website

General Support

  • Provide administrative support for mailings, faxing, conference call arrangement, general correspondence, etc.
  • Assist in maintaining and updating all organizational meeting and event calendars
  • Manage the inventory and ordering of Meetings and Events supplies and tools
  • Help answer general reception phones when the receptionist is out of the office and on break
  • Assist in keeping projects on timeline
  • Maintain and update vendor/supplier contact information for meetings and events

QUALIFICATIONS

  • Bachelor’s degree
  • 1 year’s experience in a professional setting
  • 6-12 months experience in event planning environment preferred
  • Knowledge of membership databases
  • Strong PC skills including MS Outlook, Word, Excel, PowerPoint, and Internet research experience
  • Strong organizational skills
  • Strong multi-tasking and time management skills to include managing concurrent tasks efficiently
  • Strong attention to detail
  • Excellent written and oral communication skills
  • Demonstrates ability to self-start as well as work as part of a team
  • Resourceful problem solving skills
  • Ability to maintain good interpersonal relationships
  • Ability to lift at least thirty pounds
  • Interest in meeting and event planning preferred
  • Some travel required
  • Shows a high level of professionalism
  • A positive attitude and an earnest interest in providing good customer service to our members and partners
  • A commitment to advancing the arts in America

About Americans for the Arts

Founded in 1960, Americans for the Arts is the nation’s leading nonprofit organization for advancing the arts and arts education. From offices in Washington, DC and New York City, we provide a rich array of programs that meet the needs of over 150,000 members and stakeholders. We are dedicated to representing and serving local communities and to creating opportunities for every American to participate in and appreciate all forms of the arts.

Manager – Meetings and Event Planning
National Electrical Manufacturers Association
Arlington, VA

The National Electrical Manufacturers Association (NEMA) develops performance and other standards for its Members in the electrical and medical imaging industries. NEMA crafts and executes advocacy campaigns and provides analytical products to assist Member companies with business decisions.

This position directs and manages meetings and special events for all on-site and off-site national and international meetings, conferences and special events with special emphasis on budgeting and quality.

This position reports directly to the Senior Director, Member Services and Value.  The incumbent will work in a matrixed –organization and from time to time, be tasked with special projects.

The position is in Arlington (Rosslyn), Virginia and may include 20% travel.

Key Responsibilities

  • Plan and execute annual membership meeting
    • Effectively negotiate terms and conditions with venue(s) and partners to meet event goals at appropriate expense
    • Handle all aspects of on/off site event planning including logistics, staff and vendor oversight, registration management, event production, food and beverage, speaker engagement and other operational matters
    • Establish and manage annual meeting budget and provide direction to business units with regard to event decisions
  • Plan meetings and other special events in conjunction with Divisions/Sections etc.
    • Coordinate with Industry Directors /Program Managers for site and venue selection based on understanding of meeting/event purpose
    • Solicit bids from venues, negotiate terms and conditions to ensure that all contract requirements are met and bills paid in timely fashion
    • Manage event services such as room blocks, transportation, rooms set-up, billing and food service
  • Plan meetings and other events for Board of Governors
    • Coordinate with President/CEO Executive Assistant
    • Manage services, room blocks, transportation, food service
    • Evaluate vendor performance and ensure bills are timely paid
  • Manage NEMA Conference Center contracting
    • Manage advertising scheduling and contract execution of Conference Center meetings for outside organizations
    • Solicit new business and coordinate all meeting logistics

NEMA offers a competitive salary and excellent benefits package including paid holidays and personal time, flexible working hours, 401(k) plan, health, dental insurance and partial pre-tax parking/Metro subsidy.

Interested individuals should send a current resume, specifying salary requirements to https://workforcenow.adp.com/jobs/apply/posting.html?client=nema&jobId=43288&lang=en_US&source=CC2

Veterans are encouraged to apply. EOE/M/F/V/D.

Experience and Qualifications

  • Undergraduate degree desired; experience with hotel industry a strong plus
  • Minimum of 3 years full-time experience in related field preferred
  • Certification in hospitality/ event management desired
  • Excellent project management, organizational and budgeting abilities
  • Proven “hands-on” meeting experience including large multi-day events
  • Analytical, contracting and negotiating skills
  • Highly customer-focused and possess executive presence
  • Excellent oral and written communication skills
  • Strong interpersonal skills with ability to work on multiple initiatives simultaneously, alone and/or part of team
  • Open minded, collaborative and inclusive
  • Proficient in Microsoft Office suite

About National Electrical Manufacturers Association

The National Electrical Manufacturers Association (NEMA) develops performance and other standards for its members in the electrical and medical imaging industries. NEMA crafts and executes advocacy campaigns and provides analytical products to assist member companies with business decisions.

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