Coordinator of Meetings and Events                     
American Telemedicine Association
Arlington, VA

REPORTS TO: Director of Meetings and Events

Position Summary

The Coordinator of Meetings & Events will support the Meetings Department in the development and execution of all conferences, meetings and events. We are looking for someone who is excited about the event industry, has a can-do attitude and values customer service. This position reports to the Director of Meetings & Events

Essential Duties and Responsibilities:

  • Assist director of meetings and events and other staff in conference and meeting coordination, focusing primarily on meeting logistics
  • Assume primary responsibility for event 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, on-site room setup for handouts and materials, and other responsibilities, as assigned
  • Act as key staff contact for conference registrations and activities for all ATA Meetings and Events.
  • Update and maintain attendee resources and agenda webpages, conference apps and internal program matrices, as assigned
  • Manage and execute communication with speakers, once confirmed, and manage their needs including: audiovisual requirements, hotel accommodations, and collection of speaker presentation and materials
  • Create and distribute conference surveys for all meeting and maintain results with conference statistics for future planning
  • Assist and manage ATA Board Meeting with meeting venue sourcing, private dinner venue sourcing, catering orders, signage and meeting material orders
  • Provide general support to the organization to include: conference mailings, proofreading, data entry, internet research, and other activities, as assigned
  • Review invoices for accuracy and approve for payment
  • Attend ATA events and perform duties as assigned
  • Perform other duties/special projects as assigned

Other duties as assigned:  Serve as a vital member of the meeting/events team, provide additional support as needed

Competencies:

  • Financial management, project management, collaboration skills, strong attention to detail, solid problem solving skills. Creative, willing to think outside of the box

Supervisory Responsibilities:  N/A

Education, Qualifications, and Experience/Requirements:

  • Four (4) year college degree required
  • 1-2 years related work experience preferred
  • 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

Physical Demands: Reasonable travel

Work Environment: In office setting with approved telework option

Please send cover letter and resume to meetings@americantelemed.org

Meeting Planner
National Contract Management Association (NCMA)
Ashburn, VA

The National Contract Management Association (NCMA) is seeking a Meeting Planner.  NCMA is focused on providing top quality, highly innovative products and services for our members.  Our Professional Development team is enthusiastically engaged in online and in-person education products, a variety of large and smaller conferences, and multiple publications.

What You Will Do

The Meeting Planner will be responsible for administration and management of the association’s portfolio of educational conferences, webinars, and volunteer leadership events.

This Role Might Be for You If…

  • You thrive as part of a creative, goal-focused team of professionals.
  • You have demonstrated meeting planning and onsite conference management experience.
  • You exhibit strong attention to detail and organizational skills.
  • You possess excellent written and verbal communication skills.
  • You are a mature self-starter who can work independently and as part of team.
  • You have a strong proficiency in time management (multiple concurrent tasks) and a high level of detail orientation.
  • You have a proven ability to coordinate between staff, volunteers, and consultants.
  • You have the ability to travel up to 20% to support conferences and training events.

Basic Qualifications

  • Bachelor’s degree or equivalent experience.
  • A minimum of three to four years of related professional experience, to include meeting planning and association management.
  • Strong working knowledge of the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Proficiency using Windows-based applications, CRMs and event management tools (Cvent preferred).

Preferred Qualifications

  • Association experience.
  • Experience with meeting planning to include registration and housing block reporting, program logistics, meeting specs, AV and signage.
  • Support and/or use of event management tools such as Cvent.
  • Experience in contracting or familiarity with the contracting profession a plus.
  • Excellent verbal and written communication skills. Understanding of Chicago Style and proofreading marks a plus.

About National Contract Management Association (NCMA)

The National Contract Management Association (NCMA), founded in 1959, is the world’s leading professional resource for those in the field of contract management. The organization, which has over 20,000 members, is dedicated to the professional growth and educational advancement of procurement and acquisition personnel worldwide. NCMA strives to serve and inform the profession it represents and to offer opportunities for the open exchange of ideas in neutral forums.

Meetings Operations Coordinator
ASAE: The Center for Association Leadership
Washington, DC

Summary of Duties:

This position supports all aspects of the meeting and expositions team in the areas of exhibits and registration production and operations. Incumbent will work closely with individuals from the meetings and expositions team, member services, marketing, learning, advertising, finance, and production teams. Communicate with current and potential attendees/exhibitors on a day-to-day basis regarding participation, convention details, space availability and ASAE registration/exhibit policies. The position duties as described below will be in the area of Registration & Expositions Operations.

Specific Responsibilities include but are not limited to:

  • Work closely with the Senior Manager and Manager with regards to all responsibilities pertaining to registration and exposition production and operations for all ASAE programs to include meeting deadlines by managing the department weekly activity report, and following centralized accounting and department processes.
  • Responsible for developing, producing, editing and maintaining all registration materials including but not limited to: data entry, form development – paper and online, confirmations, receipts/invoices, attendee communications, rosters, reminders, name badges, closing out events, website content, and maintaining all appropriate historical and database files for assigned programs.
  • Manage and delegate tasks and special requests coming in through the online Reg/Expo Staff Helpdesk to department staff
  • Coordination and management of all registration and exposition inventory in all storage areas (i.e. basement and file rooms), to include supply kits for off-site programs, ribbons, badge holders, etc.)
  • Responds to significant customer service inquiries/requests via telephone, email and in person at programs, conferences and/or special events.
  • Assist registration staff/volunteers onsite to ensure they are aware of the procedures and steps to properly check in attendees. Ensure supplies are adequate each day. Provide efficient and friendly onsite registration services and other responsibilities as assigned.
  • Coordinate and manage vendor relationships. Prepare, analyze and review competitive supplier proposals for conference materials. (I.e. tote bags, staff shirts, etc.)
  • Update and manage content on the AccessAssociations.com, the Industry Partner Engagement Opportunities website
  • Develop and manage an efficient filing system for easy access and retrieval of registration and exposition information and supplies.
  • Ensure partnership benefits (such as ASAE’s Endorsed Business Solution Providers and Alliance Partnership depts.) are applied for all ASAE major programs.
  • Support department staff with assisting in proofing/editing all content for registration confirmations, badges, barcodes, attendee and exhibitor communications, service kits, attendee rosters, reminders, service kits, and web content for local and off-site programs.
  • Assist the Registration & Expo team members on additional projects as needed.
  • Ensure exceptional customer experience is provided to all program attendees at all times.
  • Commitment to professional growth and organizational excellence.

Position Requirements:

Education

  • Bachelor’s Degree preferred.
  • Knowledge of associations a plus.

Skills:

  • General working knowledge of all office equipment operations.
  • Excellent computer skills with advanced knowledge of MS Office Suite programs.
  • Strong team skills and ability to work to meet deadlines in a high volume department a must.
  • Ability to manage multiple tasks within an ever-changing environment
  • High level communication (Written/Oral) skills to be able to interact with internal and external staff/vendors/members/attendees/exhibitors.
  • Superior organization and time management skills.
  • Providing professional customer service via telephone and written communication with effective interpersonal skills and attention to detail.

Relevant Experience

  • 1-3 years registration/exposition operations experience preferred.
  • Experience with Aptify and eShow databases a plus.

Travel

  • Onsite management sometimes requires early morning, late evening and weekend work.
  • Limited travel is required.

NOTES: Additional Salary Information:$40,000-$45,000. EOE. Salary is commensurate with experience.

About ASAE: The Center for Association Leadership

ASAE is a membership organization of more than 22,000 association executives and industry partners representing more than 11,000 organizations. Our members manage leading trade associations, individual membership societies and voluntary organizations across the United States and in nearly 50 countries around the world. With support of the ASAE Foundation, a separate nonprofit entity, ASAE is the premier source of learning, knowledge and future-oriented research for the association and nonprofit profession, and provides resources, education, ideas and advocacy to enhance the power and performance of the association and nonprofit community. We believe associations have the power to transform society for the better. Our passion is to help association professionals achieve previously unimaginable levels of performance. We do this by nurturing a community of really smart, creative, and interesting people – our members. In short, we are the Center for Association Leadership.

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.

Meeting Planner
American Retirement Association
Arlington, VA

  • We’re looking for someone with professionalism.
  • We’re looking for someone with motivation.
  • We’re looking for someone with a passion for conference and event planning.
  • We’re the American Retirement Association, and we just might be looking for YOU!

We are the American Retirement Association, one of the fastest growing associations in the USA. We are an association with a rich diversity of perspectives, backgrounds and ideas, and are looking for a Meeting Planner to join our team. The American Retirement Association is based in Arlington, Virginia within a fresh, energetic working environment in The Nature Conservancy building, directly across from the Ballston Metro Station. We offer a competitive salary, a comprehensive benefits package (including Health, Dental, Disability, and 401(k), a supportive environment, and the opportunity to be a part of a professional team.

This position administers and manages association conferences and events, including involvement with logistics, vendor relations, contract management, budgeting, accommodations, and volunteer management.

Primary Job Responsibilities:

  • Serves as the primary point of contact for collecting all necessary information and materials from conference speakers and exhibitors (e.g., presentation materials, travel details, descriptions and bios, etc.);
  • Collaborates with and monitors volunteer committees for the purposes of conference and event site selection and program development and educational opportunities, topic and speaker selection, etc.; prepares programming materials for committees, including registration reports, post-conference evaluations, etc.
  • Attends and manages conferences and events as on-site support; plans committee and leadership events to ensure all logistical details including room set-up, audio/visual, transportation, housing, food and beverage, BEOs, etc.;
  • Manages invoice reconciliations, speaker reimbursements, conference and event shipments, department inventory, the preparation of attendee registration materials; assists with budgeting, continuing education processes and procedures, gathering information for the preparation of hotel meeting specifications, rooming lists and dinner arrangements, etc.;
  • Enters and maintains accurate conference information in the Association Management System.

Ideal Candidates Will Have:

  • Bachelor’s degree in tourism/hospitality or a related field. CMP designation is preferred;
  • 3-5+ years of experience in a similar role. Non-profit organization experience is a plus;
  • In-depth knowledge of event or meeting planning principles and practices;
  • Superior interpersonal, communication and presentation skills;
  • Ability to analyze problems, develop a path toward problem solving, and manage the process to completion;
  • Capacity to make decisions and communicate those decisions with tact and professionalism;
  • Strong multi-tasking skills with a comfort in maintaining multiple, often conflicting, priorities;
  • Effective project management, planning and organization skills;
  • Proficiency in Microsoft Office Suite and experience in Association Management Systems.

If you are looking for an opportunity with a dynamic, non-profit company with a great working environment, rush a cover letter, your salary requirements (avoiding the term “negotiable”), and your resume by using the application submittal tool. No phone inquiries, please. We look forward to hearing from you!

The American Retirement Association is an Equal Opportunity Employer

About American Retirement Association

The American Retirement Association has a long and storied reputation that dates back to its founding in 1966 as the American Society of Pension Actuaries. Today its 20,000+ members and four premier retirement industry associations include every type of pension professional – from business owners, actuaries, consultants and administrators, to insurance professionals, financial advisors, accountants, attorneys and human resource managers. While American Retirement Association members come from all corners of the country, representing every part of the industry, they are all united by their belief in and commitment to the private pension system. Based in the Washington, D.C. area, the American Retirement Association is a non-profit professional organization with two major goals: to educate all retirement plan and benefits professionals, and to create a framework of policy that gives every working American the ability to have a comfortable retirement. The American Retirement Association is comprised of four premier retirement industry associations; the American Society of Pension Professionals & Actuaries (ASPPA), the ASPPA College of Pension Actuaries (ACOPA), the National Association of Plan Advisors (NAPA), and the National Tax-deferred Savings Association (NTSA). The American Retirement Association offers its 20,000+ members extensive educational opportunities, paired with a strong advocacy operation that puts us at the center of any legislative debate or policy discussion. Our educational opportunities through the Retirement Plan Academy include robust credentialing, certificate and continuing education programs, along with the best lineup of conferences and networking opportunities in the industry. While the American Retirement Association began in 1966 as an actuarial organization, we have evolved along with America’s retirement system. Today we represent every type of pension professional — from business owners, actuaries, consultants and administrators, to insurance professionals, financial advisors, accountants, attorneys and human resource managers. While the members of the American Retirement Association come from all corners of the country, representing every part of the industry, they are all united by their belief in, and commitment to, the private pension system.

Manager of Exhibits and Sponsorships
National Defense Industrial Association
Arlington, VA

Manager of Exhibits and Sponsorships: The National Defense Industrial Association (NDIA) is seeking an energetic and creative 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. This position supports the Director, Exhibits & Sponsorships.

Candidate will be responsible for:

  • Exhibit sales for all assigned meetings and sales revenue goals
  • Management of exhibit operations, including floor plan development, exhibitor communication, vendor selection, service kit development, sales contracts and exhibitor agreements and registration
  • Individual is 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
  • Perform special projects as assigned
  • Ideal candidate will have
    • Minimum of five years of experience in booth sales and tradeshow management
    • Proficiency in a2z a plus
    • Prior sales experience
    • Ability to handle multiple shows

Travel is required. Salary to $72,000 per year. 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: December 31, 2017.

Ideal candidate will have a minimum of 5 years experience in booth sales and tradeshow management.

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 Planner
(c ) Management, Inc.
Rockville, MD

The mission of (c) Management, Inc. (CMI), is to provide trusted and dynamic management services for associations, foundations, and non-profits in the healthcare field. CMI provides expert management services to enable our clients to focus on their areas of expertise:  the delivery of cancer treatment.

CMI is seeking an experienced meeting planner to provide logistical planning and support for its clients, including the Association of Community Cancer Centers and 19 state oncology societies. The Meeting Planner will work as part of a 5-person team in the planning and execution of logistical aspects for 2 major national meetings, 10 regional conferences, over 35 state society meetings, and numerous receptions, dinner symposia, and board functions. The spirit of teamwork, innovative ideas and the dedication of the CMI staff are the foundation of our company’s nearly 40 years of success.

The Meeting Planners responsibilities will include, but not be limited to:

  • Negotiate meeting-related contracts with facilities and suppliers;
  • Coordinate all assigned meetings from start to finish, including hotel contracts, vendor contracts, speaker management, travel management, rooming lists, event orders, on-site staffing, budget management, and processing invoices and expense reports;
  • Organize pre-, on-site, and post-meeting activities including speaker arrangements, confirmations, handouts, badges, catering, room set-up, audio visual equipment and any special requirements;
  • Provide on-site assistance to members, speakers, vendors, sponsors and others;
  • Review invoices, expense reports, and meeting materials for accuracy;
  • Communicate regular updates within the department, across staff teams, and to external clients.

The ideal candidate will possess:

  • 7-10 years of meetings/conference experience, preferably for a medical professional association, association management firm, or hospitality industry;
  • Excellent customer service skills for extensive interactions with clients, industry leaders and vendors;
  • Ability to pay close attention to detail with a high degree of accuracy;
  • Strong communication (written and verbal), proofreading, time management and organizational skills;
  • Problem solving and organizational skill, analytical thinking, and ability to work on multiple tasks independently as well as collaboratively in a team environment to meet tight deadlines;
  • Professional-level meetings commitment, including some evenings and weekends consistent with timing of meetings and related to preparation and execution; overnight and weekend travel is estimated at 10%, primarily in the spring and fall;
  • Proficiency with MS Office required; proficiency with CVENT preferred.

(c ) Management, Inc. offers a comprehensive benefits package which includes medical, dental, and vision insurance, Life and AD&D insurance, Short-Term Disability/Long-Term Disability,  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!

For consideration, please submit a resume with cover letter and salary expectations to: HR@c-managementinc.com.

Visit us at www.c-managementinc.com or 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.

Meetings Manager
American Association for Clinical Chemistry
Washington, DC

The Meetings Manager is responsible for the planning and execution of logistics in support of AACC meetings and other events and activities for meeting rooms, food and beverage, audio-visual, conference signage and signage to support sponsors, events and transportation. In addition, provides support to the development of annual budget projections and manages the financial reconciliation process for all invoices for conferences.

PRIMARY RESPONSIBILITIES:

  • Responsible for the planning, budgeting, detailed tracking and execution of a wide range of logistics for AACC meetings and events, including meeting room set up, food and beverage requirements, and AV support.
  • Works with AACC 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 AACC 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.
  • Responsible for the planning, requirements for set up, and daily needs of the Staff Room at auxiliary meeting facilities during the ASM.
  • Provides support to the Director of Meetings on the development and implementation of technology to enhance meetings management performance, track the many details of planning a meeting, on site responsibilities and production of reports.
  • 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.
  • 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.
  • Provides support to industry members in setting up their meetings and social events at ASM and other meetings throughout the year (In Conjunction With Events – ICW’s).

EDUCATION and/or EXPERIENCE

  • Bachelor’s degree in relevant field. Five 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.

CRITICAL SKILLS

Attention to detail, time management, communication (verbal, listening, written), customer service and teamwork, as well as honesty and integrity in dealing with confidential information.

LANGUAGE SKILLS

Ability to read and interpret documents, such as operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of members or employees.

COMPUTER SKILLS

Proficiency in MS Office, including Outlook, Excel, Word and PowerPoint.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. Ability to apply concepts of basic algebra.

REASONING ABILITY

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.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit at a workstation and use a personal computer and telephone. The employee must regularly lift and/or move general office supplies, files or boxes weighing up to 10 pounds. Specific vision abilities required by this job include close vision.

Forward resume along with cover letter and include salary requirement. EOE

About American Association for Clinical Chemistry

AACC is an international scientific/medical society of clinical laboratory professionals, physicians, research scientists and other individuals involved with clinical chemistry and related disciplines. Founded in 1948, the society has over 8,000 members and is headquartered in Washington, DC. Our vision is to provide leadership in advancing the practice and profession of clinical laboratory science and its application to health care. We are best known for the journal Clinical Chemistry, the most cited in the field, and for our annual meeting, the world’s largest lab medicine conference with nearly 20,000 participants from more than 100 countries. AACC offers many programs that address the scientific, clinical, technical, and management challenges facing laboratory professionals.

Meeting Planner
AVIXA (formerly known as InfoComm International)
Fairfax, VA

Essential Duties and Responsibilities:

  • Oversee and facilitate all aspects of meeting planning from site selection, vendor negotiation, event registration, onsite staffing and post-event reporting
  • Work on multiple conferences and events simultaneously
  • Assistance with program RFPs, proposals, presentations, reports and contracts
  • Cvent programming and creating event orders and managing overall meeting logistics
  • Create/design event materials, signage, oversee sponsorship fulfillment
  • Creation of floor plans and room sets, assess and coordinate audiovisual, internet requirements
  • Assisting with event finance reporting and providing periodic progress reports for all event projects
  • Travel coordination to include flights, hotel, taxi or shuttle transportation.
  • Strong proofreading, editing and formatting skills
  • Expense processing (familiarity with Concur)
  • Excellent interpersonal skills both in person and by phone, with high professionalism
  • Data entry and daily administrative functions
  • Ability to travel for pre-event site visits and provide onsite event support.

Qualifications:

  • 7+ years professional meeting planning experience (nonprofit or association experience is a plus)
  • CMP preferred
  • Strong computer skills to include: Microsoft Office and experience using CRM database a plus
  • Innovative and resourceful: actively seeks opportunities to improve meetings and events
  • Experienced at negotiating and building partnerships with vendors
  • Expectational client service skills and enjoys working collaboratively
  • Strong time management skills and the ability to manage concurrent tasks efficiently
  • Superior attention to detail; first class organizational skills
  • High energy, positive, professional attitude, pride in work product
  • Excellent written and verbal communication skills
  • Up-to-date on current trends in the meetings industry
  • Great team member: willing to roll up your sleeves and pitch in to help your colleagues when needed

About AVIXA (formerly known as InfoComm International)

AVIXA is the Audiovisual and Integrated Experience Association™, producer of InfoComm trade shows around the world, co-owner of Integrated Systems Europe, and the international trade association representing the audiovisual industry. Established in 1939, AVIXA has more than 5,400 members, including manufacturers, systems integrators, dealers and distributors, consultants, programmers, live events companies, technology managers, content producers, and multimedia professionals from more than 80 countries. AVIXA members create integrated AV experiences that deliver outcomes for end users. AVIXA is a hub for professional collaboration, information, and community, and the leading resource for AV standards, certification, training, market intelligence and thought leadership. Additional information is available at avixa.org.

{Posted end of November}

Program and Events Manager
National Association of Area Agencies on Aging
Washington, DC

n4a Overview

The mission of the National Association of Area Agencies on Aging (n4a) is to build the capacity of our members so they can help older adults and people with disabilities live with dignity and choices in their homes and communities for as long as possible.  n4a is a 501(c)(3) membership association representing America’s national network of 622 Area Agencies on Aging (AAAs) and providing a voice in the nation’s capital for the 256 Title VI Native American aging programs.  Our vision is to build a society that values and supports people as they age.

Reports to:  Chief, Programs and Services

Overall description: Responsible for overall program management and administration of n4a’s new National Engagement and Older Adults Resource Center, which is designed to share and spread strategies and best practices for social engagement of older adults with particular emphasis in the areas of civic involvement and volunteerism, intergenerational programming, arts and creative expression, lifelong learning and technology.  In addition, the Program and Events Manager will be responsible for working with n4a staff on the coordination of n4a’s high-profile external events, including the Annual Conference and Tradeshow, Engagement and Older Adults Resource Center’s annual virtual conference and n4a’s Leadership Institute.

The Engagement and Events Planner is a highly visible role that demands extensive customer service skills, ability to work with multiple stakeholders, a high level of professionalism and willingness to handle all planning and administrative details of meetings and events. The ideal candidate must thrive in a challenging and fast-paced atmosphere where prioritizing and multi-tasking are the norm. Exceptional attention to detail and first-class organizational skills are required.

DUTIES AND RESPONSIBILITIES

Project Management

  • Provide overall program/grants management of the new National Engagement and Older Adults Resource Center, including budget and work plan.
  • Serve as direct liaison to funder on all project issues.
  • Convene meetings of and serve as liaison to program partners: the National Center for Creative Aging, Generations United, Osher Lifelong Learning Institutes and OATS.
  • Manage all subcontract agreements.
  • Manage all aspects of the grant administration, including preparing project and fiscal reports and summaries of program activities as required.
  • Provide oversight of development of resources and tools for the National Engagement and Older Adults Resource Center including website, webinars, virtual summits/forums, consumer factsheets as well as training and technical assistance involving Aging Network agencies and programs;
  • Serve as a spokesperson for the resource center, speaking at training sessions, conferences and other venues.

Event Planning

  • Develop agenda and program for annual virtual conference and quarterly webinar series of National Engagement and Older Adults Resource Center, capitalizing on the long-standing and highly respected knowledge, ability and experience of n4a and its primary partners on this project, to identify and share lessons from their fields of expertise (volunteerism, creative expression, intergenerational opportunities, lifelong learning and technology).
  • Develop agenda and program management of n4a’s annual Leadership Institute –an intensive two-and-a-half-day session designed for develop new leaders in the Aging Network
  • Play a major role in the planning and coordination of n4a’s Annual Conference and Tradeshow;
  • and Leadership Institute.
  • Play a major role in planning and facilitating aspects of conference planning, including working with professional conference planning contractor on site selection, vendor negotiation, event registration, marketing, onsite staffing and post-event reporting.
  • Work with Association Executives on management of contracts, speaker bios, session descriptions, handouts, RFPs, etc.
  • Manage correspondence with speakers and sponsors/exhibitors
  • Coordinate travel, lodging and expenses for speakers traveling to meetings
  • Coordinate collection of registration and track sponsorship income and exhibit fees.
  • Develop and maintain solid relationships with exhibitors/sponsors.
  • Oversee meeting preparation, supplies ordering and packing/shipping of event materials.
  • Staff events and manage onsite event registration; includes occasional travel to regional and national meetings.

WORK HOURS

Exempt position with full benefits but subject to grant funding. Travel required.

SALARY & BENEFITS

n4a is an equal opportunity employer. Salary for this position is dependent upon background and experience of candidate selected. n4a offers an excellent benefits package.

QUALIFICATIONS

This position requires at least a Bachelor’s Degree, plus a minimum of three years relevant experience in program management and significant experience in event planning. Experience working in the aging or community and volunteer service fields a plus.

Candidates for this position must have training, related experience and/or demonstrated success in the following:

  • At least three years of experience in:
    • Planning, designing and implementing technical assistance and training (online experience a plus), preferably in organizational or community development contexts;
    • Working with multiple stakeholders to reach consensus;
    • Planning meetings and large-scale events,
    • Developing and disseminating resource tools via websites and social media.
  • Strong interpersonal skills including ability to:
    • Form and maintain effective and cordial working relationships at all levels, both in person and at a distance;
    • Function as a team member and assume a variety of team roles; and
    • Assume leadership roles as required.
  • Exceptional organizational skills with ability to manage multiple high-profile projects simultaneously.

Application Procedure

Submit a cover letter, resume and salary requirements/history to jobs@n4a.org. Be sure to note the job title in the email subject line. The application closing date is December 8, 2017. We cannot respond to all applications and unsolicited phone calls or emails will not be returned.

About National Association of Area Agencies on Aging

The National Association of Area Agencies on Aging (n4a) is a 501c(3) membership association representing America’s national network of 622 Area Agencies on Aging (AAAs) and providing a voice in the nation’s capital for the 256 Title VI Native American aging programs. Whether it is helping Washington set priorities, building the capacity of our members, raising the visibility of AAAs and Title VI programs nationwide, offering training and educational events, or working to drive excellence in the fields of I&R/A, transportation, livable communities and volunteerism, n4a is dedicated to supporting the success of its members.

Meetings Operations Coordinator
ASAE: The Center for Association Leadership
Washington, DC

NOTE TO APPLICANTS: Due to recent upgrades to ADP’s security settings, in order to apply for this position via the online portal, you must use one of the following web browsers: • Microsoft Internet Explorer 11 (versions 9 & 10 are no longer supported) • Microsoft Edge® • Firefox® 52 and higher • Chrome™ 50.0 and higher • Safari® 8.x • Safari 9.0.

Summary of Duties:

This position supports all aspects of the meeting and expositions team in the areas of exhibits and registration production and operations. Incumbent will work closely with individuals from the meetings and expositions team, member services, marketing, learning, advertising, finance, and production teams. Communicate with current and potential attendees/exhibitors on a day-to-day basis regarding participation, convention details, space availability and ASAE registration/exhibit policies. The position duties as described below will be in the area of Registration & Expositions Operations.

Specific Responsibilities include but are not limited to:

  • Work closely with the Senior Manager and Manager with regards to all responsibilities pertaining to registration and exposition production and operations for all ASAE programs to include meeting deadlines by managing the department weekly activity report, and following centralized accounting and department processes.
  • Responsible for developing, producing, editing and maintaining all registration materials including but not limited to: data entry, form development – paper and online, confirmations, receipts/invoices, attendee communications, rosters, reminders, name badges, closing out events, website content, and maintaining all appropriate historical and database files for assigned programs.
  • Manage and delegate tasks and special requests coming in through the online Reg/Expo Staff Helpdesk to department staff
  • Coordination and management of all registration and exposition inventory in all storage areas (i.e. basement and file rooms), to include supply kits for off-site programs, ribbons, badge holders, etc.)
  • Responds to significant customer service inquiries/requests via telephone, email and in person at programs, conferences and/or special events.
  • Assist registration staff/volunteers onsite to ensure they are aware of the procedures and steps to properly check in attendees. Ensure supplies are adequate each day. Provide efficient and friendly onsite registration services and other responsibilities as assigned.
  • Coordinate and manage vendor relationships. Prepare, analyze and review competitive supplier proposals for conference materials. (I.e. tote bags, staff shirts, etc.)
  • Update and manage content on the AccessAssociations.com, the Industry Partner Engagement Opportunities website
  • Develop and manage an efficient filing system for easy access and retrieval of registration and exposition information and supplies.
  • Ensure partnership benefits (such as ASAE’s Endorsed Business Solution Providers and Alliance Partnership depts.) are applied for all ASAE major programs.
  • Support department staff with assisting in proofing/editing all content for registration confirmations, badges, barcodes, attendee and exhibitor communications, service kits, attendee rosters, reminders, service kits, and web content for local and off-site programs.
  • Assist the Registration & Expo team members on additional projects as needed.
  • Ensure exceptional customer experience is provided to all program attendees at all times.
  • Commitment to professional growth and organizational excellence.

Position Requirements:

Education

  • Bachelor’s Degree preferred.
  • Knowledge of associations a plus.

Skills:

  • General working knowledge of all office equipment operations.
  • Excellent computer skills with advanced knowledge of MS Office Suite programs.
  • Strong team skills and ability to work to meet deadlines in a high volume department a must.
  • Ability to manage multiple tasks within an ever-changing environment
  • High level communication (Written/Oral) skills to be able to interact with internal and external staff/vendors/members/attendees/exhibitors.
  • Superior organization and time management skills.
  • Providing professional customer service via telephone and written communication with effective interpersonal skills and attention to detail.

Relevant Experience

  • 1-3 years registration/exposition operations experience preferred.
  • Experience with Aptify and eShow databases a plus.

Travel

  • Onsite management sometimes requires early morning, late evening and weekend work.
  • Limited travel is required.

NOTES:

Additional Salary Information: EOE. Salary is commensurate with experience.

About ASAE: The Center for Association Leadership

ASAE is a membership organization of more than 22,000 association executives and industry partners representing more than 11,000 organizations. Our members manage leading trade associations, individual membership societies and voluntary organizations across the United States and in nearly 50 countries around the world. With support of the ASAE Foundation, a separate nonprofit entity, ASAE is the premier source of learning, knowledge and future-oriented research for the association and nonprofit profession, and provides resources, education, ideas and advocacy to enhance the power and performance of the association and nonprofit community. We believe associations have the power to transform society for the better. Our passion is to help association professionals achieve previously unimaginable levels of performance. We do this by nurturing a community of really smart, creative, and interesting people – our members. In short, we are the Center for Association Leadership.

Meeting Planner
American Retirement Association
Arlington, VA

  • We’re looking for someone with professionalism.
  • We’re looking for someone with motivation.
  • We’re looking for someone with a passion for conference and event planning.
  • We’re the American Retirement Association, and we just might be looking for YOU!

We are the American Retirement Association, one of the fastest growing associations in the USA. We are an association with a rich diversity of perspectives, backgrounds and ideas, and are looking for a Meeting Planner to join our team. The American Retirement Association is based in Arlington, Virginia within a fresh, energetic working environment in The Nature Conservancy building, directly across from the Ballston Metro Station. We offer a competitive salary, a comprehensive benefits package (including Health, Dental, Disability, and 401(k), a supportive environment, and the opportunity to be a part of a professional team.

This position administers and manages association conferences and events, including involvement with logistics, vendor relations, contract management, budgeting, accommodations, and volunteer management.

Primary Job Responsibilities:

  • Serves as the primary point of contact for collecting all necessary information and materials from conference speakers and exhibitors (e.g., presentation materials, travel details, descriptions and bios, etc.);
  • Collaborates with and monitors volunteer committees for the purposes of conference and event site selection and program development and educational opportunities, topic and speaker selection, etc.; prepares programming materials for committees, including registration reports, post-conference evaluations, etc.
  • Attends and manages conferences and events as on-site support; plans committee and leadership events to ensure all logistical details including room set-up, audio/visual, transportation, housing, food and beverage, BEOs, etc.;
  • Manages invoice reconciliations, speaker reimbursements, conference and event shipments, department inventory, the preparation of attendee registration materials; assists with budgeting, continuing education processes and procedures, gathering information for the preparation of hotel meeting specifications, rooming lists and dinner arrangements, etc.;
  • Enters and maintains accurate conference information in the Association Management System.

Ideal Candidates Will Have:

  • Bachelor’s degree in tourism/hospitality or a related field. CMP designation is preferred;
  • 3-5+ years of experience in a similar role. Non-profit organization experience is a plus;
  • In-depth knowledge of event or meeting planning principles and practices;
  • Superior interpersonal, communication and presentation skills;
  • Ability to analyze problems, develop a path toward problem solving, and manage the process to completion;
  • Capacity to make decisions and communicate those decisions with tact and professionalism;
  • Strong multi-tasking skills with a comfort in maintaining multiple, often conflicting, priorities;
  • Effective project management, planning and organization skills;
  • Proficiency in Microsoft Office Suite and experience in Association Management Systems.

If you are looking for an opportunity with a dynamic, non-profit company with a great working environment, rush a cover letter, your salary requirements (avoiding the term “negotiable”), and your resume by using the application submittal tool. No phone inquiries, please. We look forward to hearing from you!

The American Retirement Association is an Equal Opportunity Employer

About American Retirement Association

The American Retirement Association has a long and storied reputation that dates back to its founding in 1966 as the American Society of Pension Actuaries. Today its 20,000+ members and four premier retirement industry associations include every type of pension professional – from business owners, actuaries, consultants and administrators, to insurance professionals, financial advisors, accountants, attorneys and human resource managers. While American Retirement Association members come from all corners of the country, representing every part of the industry, they are all united by their belief in and commitment to the private pension system. Based in the Washington, D.C. area, the American Retirement Association is a non-profit professional organization with two major goals: to educate all retirement plan and benefits professionals, and to create a framework of policy that gives every working American the ability to have a comfortable retirement. The American Retirement Association is comprised of four premier retirement industry associations; the American Society of Pension Professionals & Actuaries (ASPPA), the ASPPA College of Pension Actuaries (ACOPA), the National Association of Plan Advisors (NAPA), and the National Tax-deferred Savings Association (NTSA). The American Retirement Association offers its 20,000+ members extensive educational opportunities, paired with a strong advocacy operation that puts us at the center of any legislative debate or policy discussion. Our educational opportunities through the Retirement Plan Academy include robust credentialing, certificate and continuing education programs, along with the best lineup of conferences and networking opportunities in the industry. While the American Retirement Association began in 1966 as an actuarial organization, we have evolved along with America’s retirement system. Today we represent every type of pension professional — from business owners, actuaries, consultants and administrators, to insurance professionals, financial advisors, accountants, attorneys and human resource managers. While the members of the American Retirement Association come from all corners of the country, representing every part of the industry, they are all united by their belief in, and commitment to, the private pension system.

Director of Events / Co-Director of Membership
Cyber, Space & Intelligence Association / Space Transportation Association
McLean, VA

National Security focused trade associations currently seeking an experienced Director of Events, whose secondary role is Co-Director of Membership.

Responsibilities include:

Event management:

  • As Director of Events, will be part of team managing all aspects of events
  • Create invitations, send emails to select members and guests, and track responses
  • Manage day of event tasks
  • Network with Corporate members, government employees and potential recruits

Membership strategy and operations:

  • As Co-Director of Membership, will be responsible for recruiting and retention strategy and operations, working closely with the President
  • Develop good working relations with members and recruits
  • Assist Director with invoicing and accounts receivable

Ad Hoc Tasks:

  • Manage Outlook contact database
  • Work with the President to accomplish research in a variety of high tech fields
  • Track relevant legislation and policy

Required Qualifications:

  • Prior experience with Customer Relationship Management tools preferable
  • Prior experience in a dynamic, fast paced, work environment highly desired
  • Bachelor’s degree
  • Must be a US citizen
  • Proficiency in Microsoft Office
  • Superb time management skills – the ability to juggle many tasks at once
  • Attention to detail
  • Adaptability
  • Ability to learn standard operating procedures quickly and seamlessly integrate into daily responsibilities
  • Strong communication and writing skills
  • Able to work flexible hours

Preferred Qualifications:

  • Great sense of humor
  • Entrepreneurial spirit
  • Applicants should be able to work well both independently and under guidance.

The three associations operate out of a modern, high tech home office located in Northern Virginia.

Normal business hours are 8:30am-5:00pm.  Availability to support evening events about three or four times a month between the hours of 5:00pm-8:00pm.

Salary is commensurate with experience.

Start date in December.

NOTES:

Additional Salary Information: Salary is commensurate with experience.

About Cyber, Space & Intelligence Association / Space Transportation Association

Three non-profit niche trade associations specializing in National Security, Space Transportation, and Strategic Forces.

Meetings & Exhibits Coordinator
National Pest Management Association
Fairfax, VA

This position is responsible for all aspects that apply within the process of meeting and exhibitor registrations and recertification, including assisting with member questions, data-entry, invoicing, event confirmations and working with the state departments to offer continuing education opportunities as part of each program.  Job responsibilities also include the management and implementation of regional conferences and assistance in planning national meetings, as well as assistance with meeting logistics and registration for state association management.

Primary Responsibilities:

  • Direct communications with suppliers and vendors for all NPMA conferences and conventions
  • Coordinate with exhibit decorator for booth set up and dismantling for conferences
  • Build and maintain relationships with vendors, suppliers, members and exhibitors
  • Plan, implement, manage and evaluate regional and specialty conferences
  • Plan and execute major aspects of meeting management to include assistance in developing educational program, building registration process and database, and provide on-site management
  • Manage meeting vendors for delivery of services to include food and beverage, production, entertainment, transportation, housing and security
  • Monitor and track budget, registration, and housing for conferences
  • Successfully communicate with hotels/convention centers regarding the specific details of the meeting including banquet event orders, special event needs and vendor set-up
  • Travel to and implement events including pre-conference meetings with hotel/business partners, registration, exhibit hall coordination and food and beverage guarantees
  • Assist in the coordination and on-site management of spouse/optional tours at annual convention
  • Shipping and purchasing materials needed for all meetings, conferences and events
  • Data entry into Aptify database
  • Coordination and organization of all speaker communications, expenses, and presentations
  • Apply with the state organizations for recertification credits
  • Other duties as required

Skills:

  • Strong organization, time management and multi-tasking skills
  • Strong team skills and ability to work to deadlines in a high volume department
  • Flexible and adaptive to change
  • Strong communication skills, verbal and written in order to communicate effectively internally and with the membership
  • Superior, professional customer service skills via telephone and written communication with effective interpersonal skills and attention to detail
  • High familiarity with Microsoft Office, including Word, Excel, and Outlook.
  • Experience with Aptify association management software preferred.

Relevant Experience:

  • Excellent computer skills with advanced knowledge of MS Office Suite programs
  • Experience with Aptify association management software a plus

Work Environment:

NPMA is committed to creating a vibrant culture where ideas can blossom, people can thrive and success can flourish.  Our organizational core values focus on integrity, passion, life balance, teamwork and collaboration, all while having fun.

Requirements:

  • 4-year college degree required.
  • 2+ years of work experience in the meeting planning field
  • Ability to travel as this position requires travel and may require weekend travel in some cases.

NOTES:

Salary: $38,000-$42,000

Additional Salary Information: Compensation: Salary is commensurate with experience. Equal Opportunity Employer. NPMA offers all full time employees competitive benefits including health care, dental, vision and 401K. Credit and criminal background checks will be required.

About National Pest Management Association

The National Pest Management Association (NPMA), a non-profit organization with more than 7,000 members from around the world, was established in 1933 to support the pest management industry’s commitment to the protection of public health, food and property. This commitment is reflected both in the continuing education of pest management professionals and the dissemination of timely information to homeowners and businesses. NPMA exists to positively impact the businesses and livelihoods of those in the pest management community each and every day. Headquartered in Fairfax, Va., just outside of Washington, D.C., the association today is guided by the vision of knowledgeable industry professionals who serve on NPMA’s Board of Directors. The organization’s professional staff addresses the technical, governmental, educational, business, and networking needs of its members.

Meeting Planner-Project Manager
Conference Incorporated
Reston, VA

Looking for the next career step… the next challenge! Are you seeking variety in your day-to-day work… seeking a job that lets you think and strategically plan?

If you love the satisfaction of seeing meetings and events successfully come together, know how to prioritize tasks and your time, have a talent for juggling several projects at a time and like working in a small but very busy office… then you sound like the perfect addition to the Conference Incorporated (CI) Team!

Conference Incorporated, a 30+-year old firm located in Reston, VA providing association, convention, trade show, special event management services, is looking for an individual to be part of a management team responsible for all activities related to event planning for CI’s clients.  The type of events ranges from meetings, conferences, trade shows and special events.

The ideal candidate is flexible, able to handle several projects and have strong customer-service skills. The individual would be assigned to and responsible for several client event projects (some corporate and some not-for-profit).  Meetings and events range in size from as small as 30 people to 2,000+ attendee conference.

Responsibilities include but are not limited to

  • Manage client projects for a variety of meetings, conferences and special events.
  • Develop and track budgets to ensure revenue and expenses are on track and reconcile event bills.
  • Create Function Book – ensuring all logistical details including room set-ups, audio visual, transportation, housing, and food and beverage for meetings are planned effectively.
  • Participate in contract negotiations and evaluations with a variety of hotels and vendors.
  • Participate in the strategic planning process for all meetings and events to ensure continual improvement and quality customer service.
  • Monitor timelines for each event
  • Provide customer service to client – building and developing professional relationships
  • Other duties as necessary to contribute to the overall success of the client and CI.

Qualifications:

  • 4+ years’ experience in the meeting planning industry – previous experience with an association or membership organization a plus
  • 4+ years’ experience planning and monitoring budgets for events – must have excellent budgeting skills
  • Experience with contract negotiations with hotels and vendors
  • Strong proof-reading, oral and written communication skills
  • Excellent organizational skills
  • Comfortable working independently and in a team environment
  • Must be proficient with Word, Excel and Powerpoint
  • Must be available for travel (approximately 25%), some evenings and weekends

Want the competitive edge on your competition? These skills will give you that edge:

  • Working knowledge of marketing best practices for conferences and events
  • Experience with EventRebels (online registration application)
  • Experience with MeetingMatrix (room diagram application)
  • Experience with HTML
  • Experience with Illustrator or InDesign – for signage or flyers

NOTES:

Additional Salary Information: Interested candidates should submit to HR Manager at jobs@conferenceinc.com: A resume with cover letter, to be considered please provide salary expectations.

About Conference Incorporated

Conference Incorporated provides convention, trade show, special event management and association management services to clients around the country. Located in Reston, VA, CI, a 30+ year old firm, is looking to fill a key position.

Program Coordinator
American Gastroenterological Association
Bethesda, MD

REPORTS TO: Digestive Disease Week (DDW) Program Manager

SUMMARY:

Responsible for the programmatic development of DDW in coordination with the four sponsoring societies, including abstract management, poster session management and the production process of all DDW publications.  Provides customer service to DDW society liaisons, abstract submitters, members, attendees and speakers.

Duties and Responsibilities:

  • Assist the DDW Program Chairs in coordinating all DDW Scientific Sessions.
  • Manage Poster Session related activities.
  • Serve as liaison to abstract management company and sponsoring society members for inquires related to abstract submission, review and session scheduling.
  • Coordinate all DDW Scientific Session signage, including poster hall signage.
  • Manage DDW Program and AGA Council email correspondence and phone calls.
  • Facilitate the development of presenter resources.
  • Coordinate DDW program and AGA Council related website updates.
  • Coordinate with Marketing Department for content and format of all DDW promotional materials – including registration brochure, and Call for Abstracts advertisement.
  • Assist with coordination of DDW publications and resources.
  • Assist with logistics related to issuing CME.
  • Research and assist with development of new scientific program initiatives.
  • Support speaker financial disclosure conflict of interest resolution process.
  • Assist with development, deployment and summarization of program related evaluations.
  • Contribute to annual program reports.
  • Assist Program Manager, Sr. Director, Program Operations and Vice President of Meetings and Conventions in any phase of the event operation or activity that is necessary.
  • Other duties, consistent with this position, as assigned.

Qualifications:

  • One-two years or more of prior association experience.
  • Prior publication and electronic media experience preferred.
  • Proficient in Microsoft Office, particularly Word and Excel.
  • Must possess college degree.
  • Travel required.
  • Positive “team player” attitude and excellent interpersonal skills required.

About American Gastroenterological Association

The American Gastroenterological Association (AGA) is a society of physicians, surgeons, scientists and other individuals within the healthcare community who have a demonstrated and continued interest in the functions and disorders of the digestive system. Founded in 1897, the AGA is the oldest non-profit specialty medical society in the country. With more than 13,000 domestic and international members, the AGA is the largest GI society in the United States and among the largest GI societies in the world. AGA membership encompasses a rich and diverse constituency representing every facet of gastroenterology practice, research and education.

Meetings Assistant
INFORMS
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.

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.

About INFORMS

The Institute for Operations Research and the Management Sciences (INFORMS) is an international scientific society dedicated to improving operational processes, decision-making, and management through the application of methods from science and mathematics. It is the largest society in the world for operations researchers, management scientists, and those working in related fields within engineering and the information, decision, mathematical, and social sciences.

Meetings Specialist
Manufactured Housing Institute
Arlington, VA

Arlington based national trade association seeks an energetic team player for a Meetings Specialist position. This position will be responsible for all aspects of coordination and execution of the association’s annual meetings and events.

Primary responsibilities will include:

  • Researches and sources venues, hotels and third party vendors for all meetings and events.
  • Negotiates contracts with vendors and service providers.
  • Coordinates and executes all aspects of the association’s five annual events ranging in size from 50 to 1,200 including, but not limited to housing, F&B, A/V, staffing, registration, etc.
  • Provides on-site management and support for all events.
  • Produces conference materials and programs.
  • Assists with attendee event registration.
  • Creates copy, content and look for event marketing.
  • Assists with speaker selection for events and education.
  • Works across departments on marketing, sponsorship and other areas as needed.
  • Develops agendas and works to curate content for meetings.
  • Assist in coordination of shipment and meeting supplies.
  • Leads pre-and post-event meetings and debriefs.
  • Able to Successfully manage multiple events at once.
  • Maintain and reconcile budgets, expenses and vendor payments.
  • Assists in other areas of the Industry Relations Department as needed.

The ideal candidate will have:

  • 3-5 years of experience with meetings
  • Strong organizational skills
  • Time management
  • Contract negotiation
  • Solid communication
  • CMP certification
  • Association experience preferred
  • WordPress and NetForum experience preferred

Some travel required, competitive salary and benefits package provided. Please send resume and salary requirements to kpalatucci@mfghome.org.

Meeting Support Specialist
American Speech-Language-Hearing Association
Rockville, MD

Description

The purpose of this position is to provide support for meetings held at ASHA’s National Office. (This includes weekend meeting support.)

Responsibilities

  • Plan, order, and serve healthy meals while taking into consideration individual dietary restrictions within budgeted guidelines.
  • Provide beverage service, set-up, and clean-up for meals.
  • Ensure that meals and beverages are served in strict compliance with safe food handling guidelines.
  • Review the calendar frequently to ensure that all meeting requirements, including room set-up, are met.
  • Complete purchase requisitions and orders for the prompt payment of invoices.
  • Arrange ground transportation for meeting participants, as necessary.
  • Assist with special projects and tasks assigned to the Facilities Cluster.

Qualifications

  • Knowledge Typically Acquired Through
  • High school degree, AA degree preferred
  • At least 1–3 years in a similar position
  • Successful completion of a certified food handling course

Scope and Depth of Technical Skills/Knowledge

  • Current driver’s license and acceptable driving record
  • Demonstrated ability to use Microsoft Office, including Word, Excel, and Outlook
  • Demonstrated ability to consistently apply safe food handling guidelines

Scope and Depth of Non-Technical Skills/Knowledge

  • Demonstrated excellent oral and written communication skills
  • Demonstrated rational decision making and problem-solving skills
  • Demonstrated ability to remain consistently polite and professional in all situations and to maintain effective interpersonal working relationships
  • Demonstrated ability to provide close attention to detail while consistently completing all tasks on time
  • Ability to provide support for meetings held on weekends.

Find out how to apply: https://www.asha.org/Careers/ASHA-jobs/How-to-Apply/. Send a resume and cover letter to jobs@asha.org.

EOE/minorities, women, persons with disabilities, veterans with disabilities and Vietnam veterans are encouraged to apply.

NOTES:

Additional Salary Information: Salary Range (Non-Negotiable): $44,252–$49,168

About American Speech-Language-Hearing Association

The American Speech-Language-Hearing Association is the professional, scientific, and credentialing association for 191,500 members and affiliates who are speech-language pathologists, audiologists, and speech, language, and hearing scientists in the United States and internationally.

{Posted in October}

Meetings Coordinator
International Sign Association
Alexandria, VA

Reports to: Director, Meetings & Conferences

FLSA Status: Full-time, Exempt

Job Summary: Oversees logistics to the Meetings Department for meetings and events, including planning, site logistics, food and beverage, cost management and vendor management.

Responsibilities:

  • Assists with vendor selection and negotiation for all meetings.
  • Drafts request for proposals and complete thorough site selection process for all meetings.
  • Processes membership and event registrations for NASSD and Converge.
  • Assists with onsite meeting management.
  • Helps manage all onsite vendors including food and beverage, audio visual, transportation, security, temps and hotels.
  • Compiles and maintains historical information of all ISA Expos and meetings. This includes developing post-conference recap reports; housing pick-up reports, final pick-ups and expenses.
  • Assists in the execution of Converge, NASSD, ISA Board meetings/congress & NSREC conference.
  • Assists in compiling the pre-conference staff manual for all meetings.
  • Coordinates staff and VIP housing arrangements for all meetings.
  • Works closely with Education staff members and coordinates all logistical arrangements relating to stand-alone education and professional development learning programs, including hotel selection and contracts, and onsite AV needs.
  • In conjunction with Education staff members, coordinates and manages on-site logistical arrangements for educational seminars held in conjunction with all ISA events.
  • Assists Board travel and Board meeting arrangements.
  • Primary liaison between ISA Education staff and hotel personnel for all education and professional development events.
  • Assists with customer service for exhibitors for the tradeshow.
  • Assists in NASSD meeting logistics.
  • Assists with sponsorship fulfillment.
  • Participates in site selection visits as needed.
  • Codes final meetings and conference bills.
  • Additional responsibilities as assigned.

Required Skills:

  • Works well in team environment and independently.
  • Project Management.
  • Excellent verbal and written communications and interpersonal skills.
  • Highly organized with a firm attention to detail.
  • Proficient in MS Office and internet research.
  • Ability to travel as required.

Preferred Skills:

  • Microsoft Project
  • a2z
  • Sales Force

To apply, please send cover letter, resume and salary requirements to the Director of Meetings and Conferences at the International Sign Association, Kelly Miller: Kelly.miller@signs.org

Meeting and Events Intern
PIAA
Rockville, MD

The Meeting Department intern assists with various aspects of the development and coordination of logistics for Association-sponsored meetings, educational courses, webinars and workshops.

The internship opportunity is for the spring semester starting in late January and ending in May 2018. Work hours and start/end date are flexible based on your schedule. This is a paid part-time internship ($10 per hour), 15 to 20 hours a week.

Under the supervision of the Meetings and Education Department, the Meeting Department intern assists with the following:

  • Assist in the maintenance of the iMIS Meetings Database by entering registrations, preparing reports, sending confirmation letters, and filing registrations
  • Speaker packets including confirmation letters, contracts, forms, checklists, etc.
  • Speaker database by collecting speaker materials and presentations.
  • Meeting material templates for attendee folders/packets. Prepares content for workshop presentation websites
  • Participant name badges, tent cards, signage and other meeting materials
  • Attendee lists, special event tickets and other related reports from meeting database
  • Meeting/workshop evaluation spreadsheets and summary reports including filing of reports
  • Promotional/sponsorship items including researching new ideas
  • Meeting packing checklists, labels, and box contents reports. Prepares and packs meeting supplies for shipment
  • Continuing education certificates. Maintains continuing education and meetings files in accordance with accrediting requirements
  • Meetings and Education Department related administrative duties
  • Other duties and responsibilities as assigned
  • General knowledge of and/or interest in meeting/event planning
  • Familiarity with MS Office applications, including Word, Excel, Powerpoint
  • Excellent motivation, problem-solving, and communications skills
  • Outgoing, customer service-oriented
  • Ability to handle shifting activities and multiple tasks simultaneously
  • Meticulous attention to detail and strong work ethic
  • Ability to work independently as well as part of a team

NOTES:

Additional Salary Information: Stipend to be paid – based on hours worked

About PIAA

The Physician Insurers Association of America (PIAA) is a trade association of more than 100 members, including 70 professional liability (medical malpractice) insurance companies owned and operated by doctors and dentists and 30+ insurance industry service providers. Collectively, these companies insure approximately 60 percent of America’s private practice physicians, as well as dentists, hospitals, and other healthcare providers. In addition, international affiliate members provide indemnification and other services to more than 400,000 healthcare professionals around the world. The PIAA member companies were established to provide affordable and dependable professional liability insurance free from the uncertainties of the commercial market. Promoting the practice of high quality and safe medicine is a major priority.

Associate Meeting Planner
PIAA
Rockville, MD

Rockville, MD based healthcare/insurance trade Association seeks an Associate Meeting Planner to assist with various aspects of the development and coordination of logistics for Association-sponsored meetings, educational courses, workshops and webinars.  Duties include: assisting meetings and education department with administrative duties; processing all meeting registration and payments; coordinating logistics of meeting room setups, audio/visual requirements, food and beverage functions and other workshop/meeting-related requirements. Experience with continuing education accreditation and distance learning programs a plus.  This position may, at times, require overnight travel, including weekends; extended workday or weekend schedules may be required.

Ideal candidate has education or experience in meetings, events management, and/or hospitality – healthcare industry and continuing medical education accreditation knowledge a plus.  B.S. required, CMP designation preferred.  Excellent motivation, problem-solving, and communications skills.  Outgoing, customer service-oriented. Ability to handle shifting activities and multiple tasks simultaneously. Meticulous attention to detail and strong work ethic. Ability to work independently as well as part of a team.   Computer proficiency (MS Office, Excel and PPT in particular) required and familiarity with iMIS database preferred.   Ability to lift 25 lbs required for position responsibilities.  May consider part-time, flexible schedule based on candidate qualifications and abilities.

NOTES:

Additional Salary Information: Based on experience.

About PIAA

The Physician Insurers Association of America (PIAA) is a trade association of more than 100 members, including 70 professional liability (medical malpractice) insurance companies owned and operated by doctors and dentists and 30+ insurance industry service providers. Collectively, these companies insure approximately 60 percent of America’s private practice physicians, as well as dentists, hospitals, and other healthcare providers. In addition, international affiliate members provide indemnification and other services to more than 400,000 healthcare professionals around the world. The PIAA member companies were established to provide affordable and dependable professional liability insurance free from the uncertainties of the commercial market. Promoting the practice of high quality and safe medicine is a major priority.

Meetings and Expo Specialist
American Academy of Audiology
Reston, VA

The American Academy of Audiology, the world’s largest professional organization of, by, and for audiologists, is seeking a talented and customer service oriented meeting and event planning professional to join our Meetings team. The successful candidate will assist with special events planning and registration and housing support at the annual meeting as well as assist with the management of logistics and planning for Academy meetings throughout the year.

This is a great opportunity for motivated candidates who are ready to advance to the next step in their careers!

The position is based in the Academy’s Reston headquarters, conveniently located within walking distance of the Wiehle Avenue Metro station.

Responsibilities

  • Provides exhibitor assistance/customer service
  • Collects required information from exhibitors
  • Tracks invoices to ensure timely payment
  • Assists with overall exhibit hall logistics
  • Assists with organizing special events
  • Works with Senior Director, Business Development, to execute in conjunction with (ICW) meetings and other sponsorship deliverables
  • Assists with concessions and amenities management and allocation
  • Supports the registration and housing modules for attendees, VIPs, and exhibitors
  • Manages the student volunteer program
  • Manages alumni open house application process
  • Organizes shipments to/from annual meeting
  • Assists with logistical organization of one day programs held during the annual meeting
  • Serves as front line customer service contact for the Meetings and Education department
  • Assists with logistical planning for Academy meetings throughout the year

Education/Experience/Skills

  • Bachelor’s degree
  • Minimum of 3 years of meetings and event planning experience required; association experience preferred
  • Microsoft Office proficiency (Outlook, Word, Excel, and PowerPoint); knowledge of Access a plus
  • Excellent verbal and written communication skills
  • Customer focused
  • Detail oriented
  • Superior time management skills, including the ability to manage multiple competing priorities

About American Academy of Audiology

The Academy is the world’s largest professional organization of, by, and for audiologists, representing over 12,000 members. The Academy promotes quality hearing and balance care by advancing the profession of audiology through leadership, advocacy, education, public awareness, and support of research.

Fulfillment Coordinator, Business Development
American Society of Travel Agents
Alexandria, VA

REPORTS TO: Director, Business Development

SUMMARY OF POSITION:

The American Society of Travel Agents (ASTA) is the trade association for the travel agency community. ASTA’s mission is to promote and defend the industry through proactive representation, shared knowledge and the advancement of professionalism. As a membership organization, ASTA’s network of travel professionals expands beyond the agency community and includes the companies whose products they sell.

The National Association of Career Travel Agents (NACTA), was established in 1986 as the original association with a mission to represent the interests of the individual travel consultant, and now has expanded to all professional sellers of travel. NACTA host travel agencies and suppliers support this growing distribution channel.

The Fulfillment Coordinator is responsible for supporting ASTA & NACTA Supplier members and the Business Development team to help both parties reach their goals. The Fulfillment Coordinator must take the lead in engaging, managing and administering the fulfillment of all sponsorship deliverables. Working with several departments within ASTA, the goal is to ensure all deliverables are completed and that our Supplier members enjoy a positive experience with ASTA & NACTA. In addition to fulfilling supplier contracts, the Fulfillment Coordinator will assist with basic Supplier member renewals as well as managing specific programs, eg. TOP and Webinars. This unique position requires an equally unique personality; one who has an entrepreneurial spirit and enjoys a sense of ownership when it comes to projects. This person should be a self-starter, have a positive outlook and pay strong attention to detail. This person should be an innovative thinker, suggesting improved ways of doing business when they see them. Perhaps most important is the ability to build and maintain positive relationships both with Supplier members and co-workers.

DIMENSION OF POSITION:

Budget Responsibility: Business Development; ASTA & NACTA

NATURE AND SCOPE OF POSITION:

The Fulfillment Coordinator works with all levels of ASTA Business Development but is specifically responsible for turning over signed contracts, fulfilling all sold sponsorships, managing the TOP program and facilitating Webinars.

The Fulfillment Coordinator must be able to:

  • Understand and articulate ASTA’s mission and value proposition while keeping up to date on important industry and ASTA happenings in order to sell ASTA Supplier membership and get Supplier members engaged in various events and programs
  • Communicate professionally and effectively, both verbally and in writing with prospective members, members, elected officials, staff and consumers
  • Stay organized in order to be efficient and timely with requests for information
  • Manage the day-to-day responsibilities of the position while meeting deadlines for long term projects
  • Provide exceptional customer service in order to exceed the expectations of ASTA’s current and prospective members
  • Develop, manage and implement multiple projects
  • Maintain fulfillment spreadsheets that are current and clear to understand
  • Navigate through membership databases (iMIS & Joomla) on a daily basis, to activate, update and maintain ASTA & NACTA Supplier Memberships
  • Follow current procedures while updating when appropriate. Think innovatively and openly suggest new ways of doing business.
  • Work independently, be proactive and self-motivated to accomplish tasks
  • Rout contracts, assist with invoicing and maintain a Balance Due Log for events
  • Build and execute sponsored Email Broadcasts, Banner Ad’s, Dateline creative and other misc. marketing deliverables
  • Build, market, host and moderate Supplier Webinars using GoToWebinar
  • Manage the Supplier TOP Program by maintaining the online directory, the TOP Specials webpage, collecting creative, organizing invoicing and creating the quarterly E-Newsletter
  • Maintain the Proud Partner webpage
  • Assist entire Bus Dev where needed around event time with trade show, sponsorships, communication and signage
  • Help guide Supplier members and prospective members to the membership benefits and ASTA events that fit their needs

REQUIREMENTS:

  • Bachelor’s degree preferred
  • Excellent verbal and written communication skills
  • Customer or member service experience required
  • Proficient in Microsoft Office Suite
  • Proficient in Real Magnet or another HTML Email program is a plus
  • sales/marketing/business development experience or related field is a plus
  • Knowledge of iMIS database system and event management programs (ie: EShow) is a plus

Please email your application to Kelly Bigel, Director, Business Development at kbigel@asta.org.

Director, Meetings & Events
DBIA
Washington, DC

Reports to: Executive Director/CEO

The Director of Meetings & Events will oversee all aspects of three (3) national conferences/trade-shows including budgeting, planning/logistics, program development, speaker management, exhibits and sponsorship management, on-site management, and future site selection.  The successful candidate will:

  • be flexible and highly motivated;
  • possess a commitment to continuous quality improvement;
  • remain on the cutting edge of conference innovation and creativity;
  • work well under pressure and tight deadlines;
  • integrate well within a team environment that emphasizes mutual respect and collaboration.

As part of DBIA’s management team, the incumbent will actively participate in the development of strategies to increase conference attendance, as well as innovative ways to use the conference platforms to advance the organization’s mission.

Specific duties include:

  • Site Selection: In coordination with the Executive Director, select cities and venues based on space needs, attendance trend data. Ensure that space assignments, food and beverage requirements, and hotel blocks are in line with conference growth trends.
  • Budgeting and Finance: Work closely with CFO to develop and monitor the annual conference budget.  Recommend corrective measures, as needed, to manage revenue and expenses projections.  Maintain and report on key metrics/trends in registration, revenue, expenses, etc.
  • Vendor & Supplier Management: Negotiate and oversee contracts for vendors including, but not limited to: exhibit sales platform, audio-visual, general services contractor, third party site selection firm, security, photography, and temporary staffing.
  • Program Development: Coordinate and manage the work of the conference planning committees.  With input from committees and leadership, maintain a high-quality program with appropriate balance of education, exhibit hours, and networking.
  • Hotel Block: Using trend and growth data as a guide, assess and manage hotel room block commitments.
  • Food and Beverage: Manage food and beverage budget and selection for conference, and work with others, as appropriate, to manage the same for events held in conjunction with conferences (i.e., Board of Directors meeting, special receptions, etc.).
  • Sponsorship Deliverables: Manage contract and work closely with third party sales team to ensure sponsors receive the expected ROI, including oversight of deliverables such as logo recognition, podium recognition, and purchased items such as attendee bags, lanyards, and hotel key cards.
  • Registration: Work collaboratively with Registration staff to track numbers throughout the planning cycle and make strategic adjustments, as needed.
  • On-site Management: Coordinate with venues, vendors, and staff to ensure that event runs smoothly.
  • Evaluations: In conjunction with the Meetings and Events Coordinator, provide feedback to leadership to help continuously improve conference programs.
  • Print and Web Communications: Work collaboratively with the Communications department to formulate a marketing plan including development of brochures, show guides, etc.

Requirements:

  • Bachelor’s degree required
  • CMP preferred
  • Minimum of 5 years’ conference management experience
  • Understanding of budgeting principles and concepts
  • Proficiency in Microsoft Office suite required
  • General knowledge of meeting management software programs
  • Proficiency in eShow management platform preferred
  • Ability to manage multiple partners (i.e., vendors, hotels, DMC, and offsite venues)
  • Contract negotiation skills.
  • Excellent customer service and communication skills to serve both internal and external customers.

Interested candidates should submit a resume, cover letter and salary requirements. Resumes without a cover letter will not be considered.

NOTES:

Additional Salary Information: Salary commensurate with experience. Interested candidates should submit a resume, cover letter and salary requirements. Resumes without a cover letter will not be considered.

About DBIA

The Design-Build Institute of America (DBIA) is the only organization that defines, teaches and promotes best practices in design-build project delivery. DBIA was founded in 1993 in response to the emergence of design-build and integrated project delivery as a significant force in the design and construction industry. From its headquarters in Washington, DC, and network of regions throughout the U.S., the Institute provides a forum for all participants in the design-build process, owners and practitioners alike. DBIA is the center of expertise for integrated project delivery, advocating best practices, creating and disseminating educational information, and furnishing advice and support to facility owners and users. For more information visit www.dbia.org.

Convention & Meeting Planner
National Glass Association
Tysons Corner, VA

Convention & Meeting Planner located in Tysons Corner, VA — great opportunity with growing trade association

The Convention & Meeting Planner will be responsible for all logistical meeting related activities and events for the annual convention, GlassBuild America, and other events/meetings, including but not limited to Audio Visual, Food & Beverage, Room Sets, Registration, Speaker/Moderator communication, Hotel Room Blocks/Staff housing and Event Information, and Sign Orders with General Contractor.

Under the direction of the department’s Events Director, the Convention & Meeting Planner will work closely with Director to ensure all vendors are managed ongoing for GlassBuild America.  Inform the Director of the status of all processes involved with the convention and other meeting/events. Supervise and manage budget of meeting planning items during each event and reconciling after each event. Must be an excellent project manager for timelines and deadlines to be met by staff for GlassBuild America and other meeting/events.

Educations/Skills

  • College degree in Communications or related major
  • Proficient knowledge of Microsoft 360 platform, knowledge and use of Google docs, and/or Smartpoint, and OneDrive. Preferred knowledge in use of Adobe platform, writable PDF’s, association management software, Euclid, and a2z

Experience

  • Minimum of five years’ experience working in the trade association/meetings & expositions industry specializing in meetings area
  • Experience dealing with vendor and managing budgets
  • Proven work experience as an assistant editor

Knowledge, skills, and abilities

  • Excellent written and verbal communication skills and the ability to understand assignments and instructions
  • Excellent proof reading and editing skills
  • Must be detailed-oriented and highly organized
  • Proficient in 360 office and ability to use online and computer technologies to improve current processes. Ability to learn new software to perform essential functions
  • Proficient critical thinking skills, and the ability to use decisive reasoning to determine the best course of action and take initiative
  • Must be organized and effective in time management and meeting deadlines
  • Ability to travel between two (2) and four (4) trips with the potential to increase slightly in the future

Please provide cover letter and resume with salary requirements to hr@glass.org. Candidates must provide salary requirements to be considered.  No phone calls please. We will accept applications from principals only.

Located in Tysons Corner, VA, NGA provides a supportive work environment, excellent benefits, and competitive compensation.

NGA is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

About National Glass Association

About National Glass Association – Window and Door Dealers Alliance Founded in 1948, the National Glass Association (NGA), www.glass.org, is the largest trade association serving the architectural glass and metals industry, and represents the interests of glazing contractors, glass retailers and glass fabricators. Its sister organization, the Window & Door Dealers Alliance (WDDA), www.wddalliance.org  represents the interests of retail, wholesale and installing dealers of new and replacement windows, doors, skylights and related building products. The NGA\WDDA provides education and training programs and services for member companies through its online training site MyGlassClass.com, and keeps them informed through the Glass Magazine and Window & Door family of print and electronic publications. The NGA\WDDA also produces the industry’s largest annual trade show in the Americas, GlassBuild America, and hosts the Glazing Executives Forum and Window & Door Dealer Days, bringing together thousands of industry professionals to help them build more profitable businesses.

Meeting and Events Manager
National Parking Association
Washington, DC

The National Parking Association (NPA) is seeking a highly motivated and organized meeting and event planner to join the National Parking Association team to produce events from conception through to completion. Event manager/meeting planner responsibilities include organizing memorable events that meet quality expectations and providing outstanding customer service.

This position is responsible for managing and coordinating all details of annual convention, leadership forum, training and networking events through personal leadership and by managing a network of contractor resources. The ideal candidate is a competent meeting planner and is a highly motivated, results-oriented, self-starter who thrives in a dynamic, deadline driven environment. The successful candidate has 4-7 years association events management experience with a demonstrated ability to meet deadlines as well as excellent attention to detail.

NPA is a national, trade association representing tens of thousands of industry professionals with 935 member companies/organizations representing the corporate and small business owners/operators of parking operations, as well as institutional, government and educational entities. This dynamic, trade association is esteemed for its CPP credentialing program and the stature of its leadership and members in the business community. A motivated and collegial staff, in coordination with volunteer leaders propels the association’s programs & services. Located at 16th and K Street, NW—in the heart of downtown D.C., NPA is a prominent, national, trade association with a focus on growth; online at www.WeAreParking.org.

Reporting to the Vice President, Marketing, Communications and Events, the Meeting & Event Manager manages planning and implementation of all major association functions.

Primary Duties:

  • Coordinate Budget preparation, budget management, contract coordination and cost control.
  • Deliver meeting planning from concept through execution using association planning documents to manage tasks, space grids, food/beverage, audio visual and volunteer/staff schedules.
  • Source venues, catering, A/V and other logistics and manage contracting RFP process.
  • Serve as Show Manager on site for major events to manage teams, vendors and show workflow.
  • Oversee registration management and CE credit upload with Education for LMS.
  • Ensure compliance with insurance, legal, health and safety obligations.
  • Coordinate facilities and manage all event details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material distribution, etc.
  • Provide weekly pick up reports, registration reports and develop post event reports.

Specific Responsibilities:

  • Support program planning an in person & virtual event management.
  • Support trade shows and association presentations/exhibits at outside events.
  • Provide feedback and periodic reports to stakeholders.
  • Propose ideas to improve provided services and event quality.
  • Liaise with internal teams to identify their needs and to ensure customer satisfaction.
  • Conduct pre- and post – event evaluations and report on outcomes.
  • Cooperate with marketing and PR to promote and publicize event.
  • Serve as a key committee member on convention & major event committees.
  • Specify staff requirements and coordinate their event assignments.
  • Other duties as assigned

Requirements Undergraduate degree required; 4-7 years of experience in an association environment. CMP certification is a plus. Some travel is required. A highly motivated manager who can oversee multiple tasks and deliver flawless events with a collaborative and collegial mindset is key. Demonstrated track record of success.

Qualifications:

  • Proven experience as an events planner or organizer; outstanding project management, vendor management and budgeting skills
  • Impressive portfolio of previously managed events (conventions, forums and regional meetings)
  • Ability to manage multiple priorities and multiple constituencies, working effectively toward deadlines with strong attention to detail.
  • Excellent written and oral communication skills, with the ability to present data and conclusion in an organized, concise manner.
  • MS Office proficiency. Experience with eShow a plus.
  • Ability to work collaboratively with colleagues and staff.
  • Bachelor’s degree required.

The National Parking Association provides health, dental and life insurance coverage, as well as a 401 (k) retirement plan with match. Employees receive complimentary parking. A generous vacation, sick leave and holiday schedule is provided.

To Apply: Submit a cover letter, resume and desired salary via email to CindySatin@weareparking.org at the National Parking Association. No phone calls please.

About National Parking Association

NPA is a national, trade association comprised of more than 2,500 members and nearly 895 member companies/organizations representing the corporate and small business owners/operators of parking operations, as well as institutional, government and educational entities. This dynamic, trade association is esteemed for its CPP credentialing program and the stature of its leadership and members in the business community. A motivated and collegial staff, in coordination with volunteer leaders propels the association’s programs & services. Located at 16th and K Street, NW—in the heart of downtown D.C., NPA is a prominent, national, trade association with a focus on growth; online at www.WeAreParking.org.

Meetings Assistant
NRMCA
Silver Spring, MD

This position will provide support to the Senior Director of Meetings and Chief Operating Officer in a variety of tasks related to the 60+ in-person meetings and classes held each year as well as a full complement of on-line educational webinars. Typical tasks could include:

  • Data Entry -processing course and event registrations
  • Send receipts/confirmations (producing, sending, filing)
  • Maintaining the Automatic Confirmation System
  • Webinars (Setting up in GoToWebinar and Automatic Confirmation System)
  • Create event materials i.e. badges, tent cards, sign-in sheets, rosters, etc.
  • Customer service to members and industry partners, related to registration
  • Provide weekly registration reports for upcoming courses and events
  • Assist in developing and maintaining meeting trends, historical information
  • Assist with Social Media content related to meetings and events
  • Maintain supplies for events and department
  • Scheduling and maintaining Education Center Calendar
  • Other duties as assigned

This is a full-time position and travel will be required several times per year. Successful candidate must have excellent communications skills (both written and verbal), strong customer service orientation and attention to detail, and should be proactive and capable of managing and prioritizing projects and workload independently. Proficiency in the Microsoft Office suite is necessary, and experience with iMIS association management software is beneficial. This position does require lifting and carrying of boxes up to 40 pounds.

NOTES:

Additional Salary Information: Salaries are confidential to the President, and will be discussed with candidates at the time of interviews.

About NRMCA

Founded in 1930, the National Ready Mixed Concrete Association is the leading industry advocate. Our mission is to provide exceptional value for our members by responsibly representing and serving the entire ready mixed concrete industry through leadership, promotion, education and partnering to ensure ready mixed concrete is the building material of choice. We work in conjunction through a partnership agreement with state associations on issues such as promotion and regulatory concerns and extend what they can do to a national level. Our commitment to our members is second to none and we strive for constant communication on the latest information, products, services and programs to help our members expand their markets, improve their operations and be their voice in Washington.

Senior Meeting Planner
American Bar Association Section of Taxation
Washington, DC

The American Bar Association’s Section of Taxation, an organization of 16,000 of the nation’s top tax attorneys, seeks an experienced Senior Meeting Planner. This individual will independently manage and plan complex conferences as guided by the strategic plan and as directed by the Meetings Manager and/or Director of Meetings. This includes hotel selection and vendor contract negotiations, development of budgets and project timelines, development of detailed game plans for event logistics, development of promotion and marketing plans, management of CLE accreditation process and all speaker and sponsor arrangements, as well as on-site management of the overall conference and its catered events.

Annual travel time requirement is 25%. 3-6 years meeting planning and management experience required. Strong written and oral communication skills required. Proficiency in Microsoft Office software (Excel, Word, Access and PowerPoint) required. Some marketing experience preferred.

About American Bar Association Section of Taxation

The American Bar Association Section of Taxation is the largest professional association of tax lawyers, with approximately 16,000 members nationwide. Its goals include helping taxpayers better understand their rights and obligations under the tax laws and working to achieve a simplified tax system that is equitable and efficient. With nearly 400,000 members, the American Bar Association is one of the largest voluntary professional membership organizations in the world. As the national voice of the legal profession, the ABA works to improve the administration of justice, promotes programs that assist lawyers and judges in their work, accredits law schools, provides continuing legal education, and works to build public understanding around the world of the importance of the rule of law.

Meeting Planner
(c ) Management, Inc.
Rockville, MD

The mission of (c) Management, Inc. (CMI), is to provide trusted and dynamic management services for associations, foundations, and non-profits in the healthcare field. CMI provides expert management services to enable our clients to focus on their areas of expertise:  the delivery of cancer treatment.

CMI is seeking an experienced meeting planner to provide logistical planning and support for its clients, including the Association of Community Cancer Centers and 19 state oncology societies. The Meeting Planner will work as part of a 5-person team in the planning and execution of logistical aspects for 2 major national meetings, 10 regional conferences, over 35 state society meetings, and numerous receptions, dinner symposia, and board functions. The spirit of teamwork, innovative ideas and the dedication of the CMI staff are the foundation of our company’s nearly 40 years of success.

The Meeting Planners responsibilities will include, but not be limited to:

  • Negotiate meeting-related contracts with facilities and suppliers;
  • Coordinate all assigned meetings from start to finish, including hotel contracts, vendor contracts, speaker management, travel management, rooming lists, event orders, on-site staffing, budget management, and processing invoices and expense reports;
  • Organize pre-, on-site, and post-meeting activities including speaker arrangements, confirmations, handouts, badges, catering, room set-up, audio visual equipment and any special requirements;
  • Provide on-site assistance to members, speakers, vendors, sponsors and others;
  • Review invoices, expense reports, and meeting materials for accuracy;
  • Communicate regular updates within the department, across staff teams, and to external clients.

The ideal candidate will possess:

  • 7-10 years of meetings/conference experience, preferably for a medical professional association, association management firm, or hospitality industry;
  • Excellent customer service skills for extensive interactions with clients, industry leaders and vendors;
  • Ability to pay close attention to detail with a high degree of accuracy;
  • Strong communication (written and verbal), proofreading, time management and organizational skills;
  • Problem solving and organizational skill, analytical thinking, and ability to work on multiple tasks independently as well as collaboratively in a team environment to meet tight deadlines;
  • Professional-level meetings commitment, including some evenings and weekends consistent with timing of meetings and related to preparation and execution; overnight and weekend travel is estimated at 10%, primarily in the spring and fall;
  • Proficiency with MS Office required; proficiency with CVENT preferred.

(c ) Management, Inc. offers a comprehensive benefits package which includes medical, dental, and vision insurance, Life and AD&D insurance, Short-Term Disability/Long-Term Disability,  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!

For consideration, please submit a resume with cover letter and salary expectations to: HR@c-managementinc.com.

Visit us at www.c-managementinc.com or 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.

Director of Meeting Services
The Associated General Contractors of America
Arlington, VA

The Associated General Contractors of America (AGC), a national trade association in Arlington, VA, seeks experienced and customer service oriented meetings professional to join a fast-paced team responsible for 50+ meetings a year.

Principal Responsibilities: The position will be responsible for the planning and execution of VIP meetings, conferences and events including:  site selection, contract negotiation, budget preparation & management, setups, catering, room reservations, a/v, etc.  The position will be the lead planner for quarterly Board of Directors meetings, Past Officer meetings/events, Officer Planning Meetings, VIP/VIP Spouse events and other meetings as necessary.  The position will serve as liaison with hotel sales staff and vendors, provide meeting analytics and travel to events as required.

Job Requirements:  The successful candidate will possess excellent communication and interpersonal skills, demonstrated 5-7 years’ experience in meeting management (preferably work experience in a non-profit association meetings department and VIP events), strong organizational and time management skills, impeccable attention to detail, and the ability to juggle multiple meetings simultaneously.  Proficiency in MS Office, iMIS, eTouches, and other meeting management related software programs preferred.  Bachelor’s Degree and/or CMP preferred. Candidates must be willing and able to travel frequently for 2-10 day trips and work extended hours including evenings and weekends as needed.

Equal Opportunity Employer.  Please submit resume, references, and salary history to:  Carolyn McFadden – Executive Director, HR/Mbshp/Admin – e-mail:  hr@agc.org

NOTES:

Additional Salary Information: AGC provides a supportive business environment, competitive salary, and an excellent benefits package.

About The Associated General Contractors of America

The Associated General Contractors of America (AGC) is the leading association for the construction industry. AGC represents more than 26,000 firms, including over 6,500 of America’s leading general contractors, and over 9,000 specialty-contracting firms. More than 10,500 service providers and suppliers are also associated with AGC, all through a nationwide network of chapters. – See more at: https://www.agc.org/about-us

Event Stylist, Full Time
J Shea
Northern, Virginia

We’re looking for talented and reliable people to join the J Shea team.  Someone who is experienced, highly creative, takes charge, and is consistently professional.  Someone who has a passion for style, fun, and crazy ideas.  Someone who is a fast learner, and a go-getter with experience in special event planning.  And most importantly- a good person, with a great reputation. 

As our Event Stylist, you would:

Lead and assist with coordination and styling of up to 40 special events per year.  Events include galas, fundraisers, corporate events, golf tournaments and meetings.

As our Event Stylist, you must:

Have outstanding customer service, have a thirst to learn, and have a solid understanding and experience in planning special events.  INTEGRITY AND ENGERY are key in this position.

Job Description Details
Event Styling & Planning:
· Assist with negotiations for venue/hotel contracts, arrange food and beverage, order supplies and audiovisual equipment, make travel arrangements, order event signage, and ensure appropriate décor (florals, linens, color schemes, etc.) to meet the quality expectations of the client.
· Enjoy researching theme and creative concepts to pitch to clients for their events.
· Work very efficiently, and be highly organized.
· Conduct research, perform site visits, and find resources to help make decisions about event possibilities.
· Create and revise room layouts for each event.
· Propose new ideas to improve the event planning and implementation process.
· Serve as liaison with vendors on event-related matters.
· Assist with managing on-site production and clean up for events as necessary.
· Lead social media accounts including Instagram and Facebook.
· Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
· Understand the sport of golf as some events are golf specific. (not required but ideal)

Event Administration:
· Assist with preparing budgets and provide periodic progress reports to staff and clients for each event project. Knowledge of google docs is a plus.
· Keep track of event finances including check requests, invoicing, and reporting.
· Coordinate appointments and visits to see event space, and schedule events on the calendar.
· Perform administrative duties for the Founder as needed.  

Sales & Marketing:
· Excellent client service skills and ability to network in the DC area, building business for the company.
· Passion for social media and understanding of Instagram and Facebook platforms.
· Familiarity with industry associations such as MPI, ISES, PCMA is preferred.

Qualifications:
· Excellent communication skills, including writing, proof reading skills, and speaking.
· Ability to manage multiple projects and work assignments from a variety of clients.
· Ability to accomplish projects while working from home with little supervision.
· Fantastic customer service ethic and high expectations for quality.
· Bachelor’s degree in related field is ideal but not required.
· At least 2 years’ experience in event management.
· Experience traveling around the United States.
· Proficient in the latest versions of Microsoft Word, Excel, PowerPoint, Access and mail merges; email and web searches.
· Ability to work some nights and weekends and travel 20% of the year.
· Work well from home- this position requires the employee to work remotely 75% of the week.

If this position excites you, apply now to join our dynamic and growing team.  Please note, we will only review resumes that clearly state applicable experience as stated above. 

Contact:
Please send a cover letter and resume demonstrating experience and qualifications to: info@jsheainc.com  

Offices are in Loudoun County (Northern VA) however employee would work from their own home office 3 days a week.

FULL TIME SALARY- $40,000-$60,000 annually plus commission depending on applicant’s experience.  

Job posting will close on October 27th

Manager, Educational Programs
Council for Advancement and Support of Education
Washington, DC

The Council for Advancement and Support of Education (CASE) is recruiting for a Manager, Educational Programs, reporting to the Director, Educational Programs.

CASE is a global membership association whose vision is to advance education to transform lives and society. Our mission is to inspire, challenge and equip communities of professionals to act effectively and with integrity to champion the success of their institutions. Advancing education in over 3,600 member institutions, CASE has 85,000 members in 82 countries working at universities, colleges, independent and international schools and non-profits. Headquartered in Washington, D.C., CASE works across all continents from its offices in London, Singapore and Mexico City.

CASE works to achieve a seamless ‘One CASE’ experience for all its stakeholders: particularly its members, volunteers and staff. Our new strategic plan seeks to make CASE truly global. Collaborating across time zones and borders, all CASE staff in all offices strive to make this ambitious aspiration a reality.

Essential Functions

The core functions of this position include but are not limited to the following:

Program/Project Management

  1. Serves as the project manager for 12+ assigned conferences/programs annually.
  2. Works in tandem with the volunteer conference chair in the development of program content, as well as demonstrating leadership in designing the program structure, and identifying and creating value added components to programs.
  3. Initiates and directs all on-site activity as the primary CASE representative, managing all areas of conference operations, demonstrating impeccable judgment in dealing with fiscal, contractual and interpersonal relationships with hotel representatives.
  4. Manages the production and distribution of all conference materials and related learning materials from volunteers and appropriate CASE departments for each assigned conference.
  5. Submits appropriate copy for promotions in accordance with production timelines and assists the Marketing staff in identifying and defining essential marketing strategies for each conference.
  6. Manages speaker management and conference evaluation systems and processes. Provides timely and meaningful program feedback to volunteers and CASE staff.
  7. Exhibits a high level of interpersonal skills and professionalism, serving as an ambassador for the organization and representing CASE Headquarters as you interact with 1,800+ members/participants annually.
  8. Excels in relationship management, identifies, recruits, supervises and stewards 100+ faculty and volunteers throughout the year, including CASE Trustees and Commissioners.
  9. Identifies new products and markets to enhance programming opportunities in regards to audiences and content, demonstrating an entrepreneurial approach enabling CASE to remain competitive in the market place.
  10. Extensive travel throughout the U.S. as required (approximately 30%), to execute conference portfolio requiring significant time and some weekend travel.

Fiscal Management/Budget Responsibilities/Judicious Use of Resources

  1. Develops, manages and reconciles, the budget for each assigned conference (portfolio), generating revenues in excess of $1.5 million and managing expenses in excess of $750,000, including the reconciliation of all master hotel bills and volunteer reimbursements.
  2. Demonstrates sound fiscal judgment in the utilization of all CASE resources.

Liaison Responsibilities

  1. Demonstrates exceptional leadership/management, cooperatively and supportively, while working with all volunteers across all levels in the membership.
  2. Represents CASE in a respectable and professional manner as required with the Commissions and other respective senior volunteer segments.
  3. Liaises with colleagues running CASE’s conferences, workshops, and institutes in other parts of the world to ensure the best sharing of ideas, expertise and knowledge.

Performs other duties and responsibilities as assigned by the Supervisor.

Position Requirements

Education and Experience Required: Bachelor’s degree; five years of professional experience; volunteer management experience required; advancement-related experience and event planning experience highly desirable.

Skills and Abilities Required: Strong organizational and time management skills; ability to manage multiple projects simultaneously; outstanding interpersonal, communications & problem solving skills for interacting with various levels of constituencies, internally and externally from the organization.  Possess an aptitude for working with and managing significant budgets while being extremely attentive to the details of program management.  Capable of traveling independently while representing CASE at programs throughout the country.

The ideal candidate will be an organized and energetic self-starter with impeccable attention to detail, well- developed analytic skills, and the ability to follow complex projects through from inception to completion, the ability to work independently with minimal direction, and the ability and desire to work in a fast-paced dynamic setting. Attractive compensation, benefits, and work environment.

To Apply: Qualified candidates should send résumé and cover letter with salary requirements and/or salary history to CASEemployment@CASE.org with ManagerEP17Applicant (candidate last name) in the subject line. Applications without the required skills and experience will not be considered. NO PHONE CALLS PLEASE. Preference may be given to applications received before October 15, 2017.

Management reserves the right to review and revise this document at any time. This document represents a description of intended job content, and should not be construed in any way to be a contract of employment.

Adjunct Faculty – Global Hospitality Leadership
Georgetown University
Washington, DC

The Georgetown University’s Master’s of Professional Studies in Global Hospitality Leadership at the School of Continuing Studies (scs.georgetown.edu) seeks an Adjunct Faculty member to teach the following graduate course:

MPHL 644: Meetings and Events Experience Management (3 credits)

The meetings, incentives, conference/convention and exhibition (MICE) sector in the global hospitality industry has evolved from a discipline that manages logistics to the creation and management of experiences. This new approach to the Events Management sector requires high-level strategic thinking and managerial skills and higher levels of accountability. The first part of the course focuses on evaluating the complex and diverse nature of convention cities. In the second part of the course, students study global events, issues, and the assess the impact on events and events management. The third part of the course evaluates accommodations, food and beverage management, risk management, site design, and technology. During their final project, students will produce a management action plan.

Candidates must hold a Master’s degree in a related and a minimum of five or more years of relevant industry and teaching experience. Online teaching experience and a Certified Meeting Professional, Certifies Meetings Management or Certified Special Event Professional designation is a plus.

Interested applicants should submit the following materials as attachments in a single email with the subject line “Adjunct Faculty-GHL” to appliedmanagement@georgetown.edu:

  • A cover letter summarizing qualifications and availability
  • Unofficial transcript and diploma from institution granting doctoral or master’s degree;
  • CV

Georgetown University is an Equal Opportunity, Affirmative Action employer fully dedicated to achieving a diverse faculty and staff. All qualified candidates are encouraged to apply and will receive consideration for employment without regard to race, sex, sexual orientation, age, religion, national origin, marital status, veteran status, disability or other categories protected by law.

About the School of Continuing Studies

For over 50 years, the School of Continuing Studies has fulfilled Georgetown University’s mission of educational outreach and inclusivity by offering a wide range of educational options. Our School now offers more than 600 courses, undergraduate and graduate degrees, advanced professional certificates, customized education, special programs, and much more. SCS is proud to provide the knowledge, faculty, and resources for students, professionals, and life-long learners to improve themselves and improve the world.

Meetings/Administrative Coordinator
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 a Meetings/Administrative Coordinator for our Urology Management Services (UMS) department.

We are seeking a Project Coordinator to plan regional medical meetings, responsible for both meeting logistics (hotel and other vendors and events) as well as heavy degree of working with volunteer physicians on planning scientific programs.   This position represents UMS as a key administrator for AUA’s Sections and subspecialty societies.   Leads staff teams and organizes project timelines, including complete planning and implementation of project budgets and annual meetings.  Assists with special projects.

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 5 years of Association experience including Meeting Planning (medical meetings with CME preferred).
  • Bachelor’s degree required
  • 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 form and lead teams.
  • Ability to work independently and multi-task.
  • 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 5-6 trips per year: AUA’s Annual Meeting (5 nights in May), Spring Society meeting (3 nights), Fall Society and Section meetings (10-12 nights), occasional additional nights away for site visits.

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.

Finance Manager/Meeting Planner
National Lime Association
Arlington, VA

National trade association based in Arlington, VA, is in search of a full-time finance manager and meeting planner with some administration duties as well. This is an exempt position that reports to the Executive Director with excellent benefits including 401(k), medical, vision, dental, life, and disability insurance.

Skills must include a Bachelor’s Degree and at least 5 years in a comparable position, including:

  • proficiency in QuickBooks and MS Office – especially Excel, Word, and Outlook;
  • proficiency in Communication – both oral and written – with good proofreading capabilities;
  • experience in Human Resources, especially in regards to administering benefits;
  • knowledge of non-profits and regulatory filings for same;
  • experience negotiating meeting contracts and handling all meeting logistics; and
  • some knowledge of PowerPoint, Dreamweaver, WordPress, and Adobe Pro preferred.

Occasional travel for site visits and meetings required as well as occasional weekend or overtime work.

NOTES:

Additional Salary Information: Based on skills and experience.
Internal Number: ASAE092017

About National Lime Association

NLA is a 114-year-old trade association representing the interests of manufacturers of lime in the United States and Canada. NLA has 15 lime-producing member companies and a staff of 5. Lime is produced from limestone, so NLA’s members are part of the mining industry as well as manufacturing. Lime is used in numerous applications including air pollution control, water treatment, steelmaking and other manufacturing, construction, and road building. NLA’s primary mission is representing the interests of the industry in the development and implementation of environmental and safety regulations at the federal and state levels.

Director, Conferences & Tradeshows
Futures Industry Association
Washington, DC

FIA is seeking an incumbent Director of Conferences & Tradeshows.  Reporting to the Senior Vice President of Global Brand Management, the Director of Conferences & Tradeshows is responsible for overall global management and the day-to-day operations/year-round logistics needs associated with the planning and execution of major annual FIA conferences, events and tradeshows with locations in the U.S., Europe and Asia.  Our current lineup of major annual meetings includes:

  • FIA-SIFMA AMG Forum – Laguna Beach (January)
  • FIA International Futures Industry Conference – Boca Raton (March)
  • FIA Law & Compliance Conference – Washington, D.C. (May)
  • FIA Annual International Derivatives Expo – London (June)
  • FIA Expo – Chicago (October)
  • FIA Annual Asia Derivatives Conference – Singapore (November)

Responsibilities

  • Plans & executes all FIA annual conference, tradeshows, Board events and other association meetings
  • Supervises a team made up of Sponsorships & Exhibits Manager, Conference Coordinator and a Corporate Events Manager (based in London)
  • Manages conference budgets to ensure revenue and expenses are within established targets [based on directives from senior management]
  • Oversees fulfillment for sponsorships and exhibits and aids in creating sponsorship opportunities
  • Works with and directs Membership Services to oversee online registration experience and onsite registration procedures
  • Works with and directs Marketing/Communications to oversee general online experience and onsite print materials and signage
  • Works with the Marketing/Communications on the discovery & fulfillment for branding opportunities
  • Assists in the design and marketing tactics for conference-related marketing efforts and materials
  • Reviews edits and proofs all printed, public conference materials
  • Working with the SVP of Global Brand Management and in-house legal counsel, helps negotiate and/or review all hotel and associated vendor contracts
  • Reviews and recommends sites and venues for future meetings
  • Maintains conference financials and prepares regular reports on conference revenue status
  • Oversees and aids in creating sponsorship opportunities
  • Works with VP, Business Development to manage and support exhibit and sponsorship sales
  • Acts as liaison with Senior Staff
  • Directs other departments on deliverables needed for conferences
  • Manages logistics timelines for all events
  • Oversees onsite venue staff
  • Attends all FIA meetings and events, significant travel involved, including international
  • Other duties as assigned

About FIA

FIA is the leading global trade organization for the futures, options and centrally cleared derivatives markets with offices in London, Singapore and Washington, D.C.  FIA’s membership includes clearing firms, exchanges, clearinghouses, trading firms and commodities specialists from more than 48 countries as well as technology vendors, lawyers and other professionals serving the industry.  As the principal members of the derivatives clearinghouses worldwide, FIA’s clearing firm members play a critical role in the reduction of systemic risk in global financial markets.

Candidates should send a resume, cover letter and salary requirements to jobs@fia.org. Resumes without a cover letter will not be considered.

FIA is an Equal Opportunity Employer of Minorities, Protected Veterans, and Individual with Disabilities

Qualifications

Strong communication (oral and written) skills; a Bachelor’s degree and CMP preferred; responsive team-player and leader; minimum of five+ years experience; work experience in a non-profit association meetings and conference department; detail-oriented; ability to handle multiple tasks and balance competing priorities; knowledge of standard practices/industry trends for event planning; proficiency in IMIS, MSOffice, ExpoCad, and other meeting management related software programs.

About Futures Industry Association

FIA is the leading trade organization for the futures, options and over-the-counter cleared swaps markets. Our mission is to be the global thought leader, advocate and educator for futures and swaps that are centrally cleared. Our membership includes leading derivatives clearing firms as well as major derivatives exchanges and trading systems from more than 20 countries. FIA’s core constituency consists of futures commission merchants, which represent clients active in markets around the world. As the principal members of derivatives clearinghouses worldwide, our member firms play a critical role in the reduction of systemic risk in the global financial markets. They provide the majority of the funds that support clearinghouses and commit a substantial amount of their own capital to guarantee customer transactions. FIA’s membership also includes the major global exchanges, clearinghouses, trading platforms, technology vendors and legal services firms representing this industry. FIA works to facilitate cross-border trading, monitors and provides input to regulators around the globe and works toward standardization of practices and policies to create greater market efficiency. It strives to preserve the system of free and competitive markets and works to protect the public interest through adherence to high standards of professional conduct.

{Posted End of September}

Coordinator,Meetings and Educational Services
International Dairy Foods Association
Washington, DC

Manages and oversees the integrated logistical and administrative support needs of IDFA conferences, workshops, webinars and/or association-related/sponsored events.

Responsibilities include, but are not limited to:

  • Participate in the planning and establishment of goals and objectives for meetings, conferences, and/or trainings, with respect to budgets, sponsorships, marketing plans, speakers, facilities, technology, equipment, logistical requirements, and other related issues
  • Create RFPs, evaluate responses and make recommendations
  • Handle registration for all conferences, workshops and webinars
  • Develop promotional and on-site materials in conjunction with the Communications Department
  • Correspond with exhibitors, sponsors, speakers and attendees as needed
  • Liaison with meeting venues regarding all logistics and attendee needs
  • Liaison with AV companies for technological needs
  • Arrange transportation as needed
  • Coordinate signage for all meetings
  • Management of meeting within specified budget
  • Management of logistics requirements as to space, facilities, technology, equipment, lodging, catering, and on-site management
  • Monitor and coordinate accounting activities as appropriate, and explain, compile and/or forward event-related invoices and reports to accounting staff and management as necessary

Job Requirements

  • Ability to make administrative/procedural decisions and judgments
  • Knowledge and understanding of meeting and event planning principles, requirements, procedures, and available resources
  • High degree of responsibility, initiative and professionalism
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of individuals
  • Ability to create, compose and edit written materials
  • Ability to negotiate and manage contractual arrangements
  • Ability to perform complex tasks and 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
  • Dedication to detail is essential
  • Proficient in computer and web skills, including but not limited to Microsoft products (Outlook, Word, PowerPoint, )
  • Excellent customer service
  • Bachelor’s Degree
  • 2-3 years of meeting planning experience
  • Association experience a plus
  • Experience with exhibits and sponsorships

If interested, please submit your resume and writing sample to Tracy Boyle at tboyle@idfa.org.

Forum Program Coordinator
American Institute of Aeronautics and Astronautics
Reston, VA

The American Institute of Aeronautics and Astronautics is seeking a Forum Program Coordinator who will be responsible for supporting and coordinating details for high-level programming and other activities at AIAA forums, as well as managing the technical program development process for AIAA-supported conferences (non-forum events).

Accountability:

  • Support the Executive Steering Committee meetings in coordination with the Product Developer.
  • Track topics and audience for high-level program at forums and include information in a topic database.
  • Review post-event surveys for suggested topics and add suggestions into a topic database.
  • Manage the invitation process for high-level speakers for event, with direction and in coordination with the Forum Project Manager and Product Developer. This includes coordinating payment of high-level speakers as identified by Product Developer.
  • Maintain and update speaker database and distribute speaker collaterals such as bios and photos to other staff as needed.
  • Enter or provide and review for accuracy high-level program on forum website, final program, ScholarOne, and promotional materials.
  • Enter registrations for high-level speakers in NetFORUM.
  • Track high-level speaker participation and onsite schedule and share with other staff as needed.
  • Coordinate with Event Planner to secure and outfit the speaker green room and VIP room for forums.
  • Share list of high-level speakers with Governance Secretary and Protocol Manager to leverage opportunities for AIAA leadership to engage with them.
  • Support high-level speakers during event, which includes:
  • Serving as onsite point of contact
  • Preparing registration packet ahead of time
  • Preparing welcome message for speaker to receive at hotel check-in
  • Ensuring appropriate staff are familiar with high-level speaker list
  • Ensuring speakers are greeted onsite by appropriate AIAA representative
  • Providing access to a VIP Lounge for their use during event
  • Provide support for Corporate, Sponsorship, and Exhibition programs, including Speaker Sponsor Thank You Reception, VIP Lunch, and VIP Tours of exposition in coordination with the Governance Secretary and Protocol Manager
  • Coordinate the identification, planning, and scheduling programming and activities in the AIAA Hub presentation areas in exhibit hall, which includes:
  • Coordinate meetings of staff to identify topics and develop the schedule.
  • Work with Marketing to promote the programming to attendees.
  • Coordinate the process to identify and invite members of the Executive Steering Committees (ESCs) for AIAA forums to include:
  • Scheduling meetings with relevant staff to discuss potential members of ESCs and tracking actions
  • Sending out appointment letters to ESC members
  • Maintaining the roster of ESC members and maintain list of potential members.
  • Updating member records in NetFORUM to reflect ESC participation
  • Collecting photos of ESC member photos for program
  • Manage the use of conference i/o social Q&A and polling tools for AIAA activities. Includes vendor management, budgeting, adding content, exporting and sharing data with appropriate staff.
  • Manage tasks related to program development for AIAA-supported conferences (non-forum events), which includes:
    • Respond and resolve inquiries related to papers and the abstract and manuscript management systems from volunteers and staff in a timely fashion.
    • Assist authors in abstract and manuscript submission process—from initial submission to actual delivery of the manuscript (including revised manuscripts).
    • Interface with the event program committee to build the event technical program in the abstract management system following established program development deadlines.
    • Maintain the technical program and session information in abstract management system and supply content to appropriate staff for event call for papers, preliminary program, strip signs, and final program as appropriate.
    • Distribute Session Chair letters with providing volunteers with job duties and information on accessing the system and assist Session Chairs and other organizers as necessary.
    • Distribute author acceptance and rejection notifications for papered events.
    • Proofread and prepare final files for printing onsite technical program by designated deadlines.
    • Manage withdrawals and no shows and prepare technical papers statistics.
  • Other duties as assigned by Events Team Lead.

Reporting Relationships:

  • Reports to Events Team Lead.

Position Dimensions:

  • Heavy travel (4-6 one-week trips per year)
  • Work with division staff, other staff, and volunteers as appropriate
  • Communicate with Forum Organizing Committees
  • Communicate with high-level speakers and their handlers
  • Coordinate multiple facets of assigned projects and activities

Requirements/Qualifications:

  • Three to five years of experience in project management or related experience
  • College degree required

Skills:

  • Demonstrated proficiency in Microsoft Office Word, Excel and PowerPoint
  • Ability to handle pressure and multiple tasks
  • Excellent communication skills, both oral and written
  • Analytical and problem-solving skills
  • Strong organizational skills and attention to detail
  • Ability to interface effectively with internal staff and external parties such as members and other customers to produce successful activities that provide value to the Institute and other constituencies
  • Ability to coordinate/integrate various facets of event development and implementation
  • Ability to work in a team environment

To apply, email resume, cover letter and salary requirements to careers@aiaa.org.

EOE M/F/D/V

Why Work at AIAA?

Make a real difference in the aerospace industry! Assist us in positioning aerospace for its exciting future while celebrating the industry’s pioneering accomplishments. As an AIAA employee, you will enjoy competitive compensation and benefits including:

  • 5-hr work week
  • 11 holidays + vacation and sick leave
  • Great location off the Dulles Toll Road near the new Reston Silver Line Metro
  • Awarded ‘Best Workplaces for Commuters’ by Fairfax County Transit Authority and the National Center for Transit Research
  • Medical, Dental, Vision insurance with low co-pays
  • 403(b) retirement savings plan with generous match
  • Group Term Life insurance
  • Long-term and short-term disability
  • Educational assistance
  • Health club and Weight Watchers subsidy

About AIAA

AIAA is the largest aerospace professional society in the world, serving an innovative, high-value workforce that helps make the world safer, more connected, more accessible, and more prosperous. We represent a profession whose great work has produced everything from the brilliant innovations that affect daily living to the major missions that fuel our collective human drive to explore and to accomplish amazing things.

American Institute of Aeronautics and Astronautics
12700 Sunrise Valley Drive, Suite 200
Reston, VA 20191
www.aiaa.org

Paid Event Internship – Spring 2018
National Association of Broadcasters
Washington, DC

INTERN. LEARN. EARN.

SPRING 2018 EVENT INTERNSHIP:

The National Association of Broadcasters (NAB) has five paid internship opportunities.  We are looking for smart, creative and enthusiastic full-time interns to work side-by-side with our Conventions and Business Operations team in the Spring 2018 semester.

This is a dynamic opportunity for anyone interested in pursuing a career in the field of broadcast, advocacy, conventions, media and technology. You will be offered the opportunity to work on exciting projects related to the NAB Show Las Vegas.  NAB Show is one of the world’s largest media, entertainment and technology event that attracts more than 103,000 attendees from across 160 countries who share a passion for delivering the next generation of content across multiple platforms devices. The Show exhibits include over 1,800 exhibitors spread over more than 1,000,000 square feet of exhibit space (over 18 football fields). Visit the center of it all from the 2017 NAB Show.

Interns are an integral part of our team, and are offered an opportunity to work on a variety of tasks that are critical to our business strategy.  The internships are in the following areas:

  • Convention Education
  • Convention Marketing
  • Exhibit Sales
  • Exhibit Services and Operations
  • Meetings and Show Services Operations

Please visit the Career Section on our website for a full listing about these exciting internship opportunities and to apply (submission of a resume and cover letter is required).

Rate: approx. $14/hour

Coordinator
Association & Conference Group
DC Metro Area

Association & Conference Group is hiring a full-time Coordinator to join our growing team. This role is about details, deadlines and organization. The Coordinator will work on a team lead by an Account Executive managing small meetings for 4-8 clients. These meetings include monthly educational events attracting 50-200 attendees; monthly board and executive committee meetings; networking events, galas, golf outings, holiday parties, etc. The successful candidate must be able to work in a team environment, be proactive, resourceful, and able to juggle multiple tasks and priorities. We are looking for an energetic individual who has a passion for events and can thrive in an entrepreneurial environment.

Position Responsibilities Events:

  • Pre-Planning: review venue contracts as needed; communicate with ACG team and client volunteers to create event in online registration system; develop promotional plans; and ensure all communicates are accurate and adhere to deadlines.
  • Logistics: Communicate with venue regarding food & beverage, A/V needs, room set-up, etc.; assist with all registration related questions, produce and prepare name badges.
  • On-Site: work registration table, manage walk-ins, provide on-site customer service as needed; take photos; provide bullet points for event recap.
  • Reporting: provide weekly registration reports; ensure event costs remain within budget; develop post event report

Position Responsibilities Administrative:

  • Prepare board meeting packets
  • Respond to all member, board, volunteer and sponsor emails within 24 hours
  • Send meeting invitations via Outlook
  • Prepare meeting agendas, take and distribute meeting minutes

Position Qualifications:

  • 1-3 years experience in the events or association industry
  • Proven ability to work on a team in a shared services environment
  • Ability to prioritize and juggle multiple projects and tasks
  • Exemplary written and verbal communication skills
  • Strong attention to detail and organizational proficiency
  • Ability to learn and adapt to new technology solutions
  • Strong knowledge of MS Office, Google Drive, Dropbox
  • Ability to work independently from remote locations

Interested candidates should submit resume, link to your LinkedIn profile and a cover letter that specifies salary requirements. Only candidates submitting all of this information will be considered.

Salary: $30,000-40,000

PLEASE NOTE: Association & Conference Group (ACG) is a virtual company which means no more commuting! ACG employees provide the environment (home office) while ACG provides the technology needed to be successful. Candidates must be located in the metro-DC region.

NOTES:

Telecommuting is allowed.

About Association & Conference Group

Association & Conference Group specializes in providing full-service association management to member-based professional and trade organizations.

Co-Director of Events, Membership & Research
Cyber, Space and Intel Association /Space Transportation Association / Strategic Forces Association
McLean, VA

Cyber, Space and Intelligence Association in Northern Virginia currently seeking an experienced event planner with an interest in national security and defense to serve as Co-Director of Events, Membership & Research. As a key team member, the successful candidate will help manage operations, build future programs and manage membership for the associations. The Co-Director will assist in all aspects of event planning and will complete various ad-hoc tasking.

Responsibilities include-

Event management:

  • Managing the organization of all meetings
  • Create invitations, send emails to select members, and track responses
  • Manage all aspects of “day of event” tasks
  • Attend events “on-site”
  • Network with Corporate members, government employees and potential recruits

Membership development:

  • Contribute to membership recruiting and retention strategy
  • Support invoicing activities

Ad Hoc Tasks

  • Managing Outlook contact database
  • Work directly with President on upkeep of event planning, membership, and daily logistics tracker
  • Organize and plan travel schedule both domestic and abroad
  • Help manage and maintain personal and work schedules
  • Working with the President to accomplish research in a variety of high tech fields
  • Track relevant legislation and policy
  • Support for real estate investments and other new starts
  • Prior experience with Customer Relationship Management tools preferable
  • Prior experience in a dynamic, fast paced, work environment highly desired
  • Bachelor’s degree
  • Proficiency in Microsoft Office
  • Superb time management skills – the ability to juggle many tasks at once
  • Attention to detail

NOTES: Additional Salary Information: Competitive compensation package a function of experience, skill and knowledge.

About Cyber, Space and Intel Association /Space Transportation Association / Strategic Forces Association

Three non-profit niche trade associations specializing in National Security, Space Transportation, and Strategic Forces.

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