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.

Meeting Planner
National Governors Association
Washington, DC

SUMMARY

The Meeting Planner provides complete meeting management services to include development, planning, implementation and follow-up of all meetings and events.

RESPONSIBILITIES

  • Source venues; research and recommend meeting sites
  • Negotiate contracts with vendors and service providers
  • Develop meeting web sites to include travel logistics, reimbursement policies and registration requirements in meeting platform (Cvent)
  • Liaison with vendors and NGA staff for meeting requirements
  • Create meeting specifications to include room design, technology requirements and food and beverage menu design/catering arrangements
  • Provide overall on-site meeting coordination
  • Monitor registration activity and housing pick-up and maintain consistent communication
  • Monitor and adhere to meeting budgets using funder and NGAC guidelines
  • Review and approve final vendor billing and prepare post-meeting reports
  • Other duties may include special events such as local receptions or dinners

TRAINING/QUALIFICATIONS

Bachelor’s degree required plus 3-5 years’ experience in all aspects of meeting coordination, preferably in an association environment. Preference given to candidates with a current, in-depth working knowledge of and experience with Federal Travel Regulations (FTR). Experience with Federal Requisition Regulations (FAR) is helpful. CMP preferred.

Candidates must also have demonstrated ability to:

  • Manage multiple tasks and be detail oriented
  • Communicate well, both orally and in writing
  • Travel, and work additional hours while on-site.
  • Work effectively with meeting-based technology such as Cvent, (on-line registration and housing software), meeting apps and other office systems such as requisition processing.
  • Administer efficiently, travel and reimbursement policies and procedures
  • Work diplomatically in a team environment, both within and outside NGA
  • Be an innovative and creative thinker

PHYSICAL/SENSORY DEMANDS

  • Fast-paced work environment
  • Extensive computer usage
  • Travel up to 30 percent within the U.S
  • Lift up to 30 lbs.

NGA is committed to providing a productive and safe environment. To achieve that goal, we conduct background and reference check investigations.

Equal Opportunity Employer M/D/F/V

Meetings Intern
National Council of University Research Administrators
Washington, DC

Our non-profit organization’s meeting department, is in search of part time paid/internship help, approximately 10-15 hours a week at $15/hour.  The job will consist of the following areas:

Traveling Workshop preparation
Assist our Meetings Manager with exhibit sales and logistics
Proofing programs and Conference materials, including online marketing blasts.
Assist in maintaining our microsites for various workshops and meetings
Assist with registrations and reporting
Printing Name Tents and materials for Annual Board and Executive Meetings
Preparation, printing, labeling and packing for Puerto Rico Conference

There is no meetings experience required for this position, but it is a great opportunity, if this is an industry that appeals to you, for some great experience.

Our organization is conveniently located 1 1/2 blocks from two metro stops in NW.

Feel free to contact our Director of Meetings, Kati Barber hr@ncura.edu with any questions and to apply.

Meetings Manager
National Stone, Sand & Gravel Association
Alexandria, VA

The National Stone, Sand & Gravel Association is seeking a Meetings Manager to join the Membership and Meetings team based in Old Town Alexandria, Virginia. The position is responsible for planning and executing the logistics for meetings, conferences and other special events for NSSGA.

  • Manage all logistics for NSSGA meetings throughout the year, including Annual Convention, AGG1 Academy & Expo, Legislative & Policy Forum and other events as assigned.
  • Generate RFPs; negotiate rates and service expectations; and manage all meeting contracts including but not limited to: hotels, audio visual, housing, registration, shipping and transportation.
  • Create and update the production schedule/schedule of events for each NSSGA meeting or event. Oversee and maintain meeting data and registration lists. Prepare hotel resumes and function specifications.
  • Prepare and communicate preliminary and actual budgets for all aspects of the meeting.
  • Oversee registration, housing and other third-party contracts and manage vendor relationships.
  • Coordinate all logistics and specifications: assign function space, room set up, food & beverage needs, audio visual requirements and housing for all NSSGA meetings and events.
  • Execute and fulfill all sponsorship commitments tied to meetings and events.
  • Develop content for the website and mobile app for each event.
  • Work with Vice President to select sites and negotiate contracts for future meetings and events.

Requirements:

  • Four years or more experience in the meeting planning industry managing multiple events.
  • CMP preferred.
  • Extraordinary organizational skills.
  • Ability to interact effectively and to work congenially in a small office environment.
  • Solid knowledge of meeting planning principles, detail oriented
  • Exceptional internal & external customer service, writing and communications skills.
  • Ability to manage multiple projects, budgets and resources simultaneously.

Please provide detailed cover letter with salary requirements and resume to hr@nssga.org. Located in Old Town Alexandria, VA, NSSGA provides a supportive work environment, excellent benefits, and competitive pay.

NSSGA 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 Stone, Sand & Gravel Association

NSSGA is the leading voice and advocate for the aggregates industry. Our members – stone, sand and gravel producers and the equipment manufacturers and service providers who support them – are responsible for the essential raw materials found in every home, building, road, bridge and public works project and represent more than 90 percent of the crushed stone and 70 percent of the sand and gravel produced annually in the United States. Production of aggregates in the U.S. in 2015 was more than 2.25 billion metric tons at a value of $21 billion. The aggregates industry employs approximately 100,000 highly-skilled men and women.

Manager, Convention Operations
American Diabetes Association
Arlington, VA

The American Diabetes Association is looking for a Manager, Convention Operations who will work as a member of the team that supports the association’s annual Scientific Sessions and other meetings as assigned. This person will report to the Director, Convention Operations.

Primary Duties & Responsibilities:

  • Independently manages the ancillary meeting request process at official hotels which includes creating a request form/FAQ, approving space requests, confirming meeting space and managing the billing/invoice process.
  • Manages registration information/limits from the third-party meeting planners of the Corporate Symposia events and managing updates for the website as needed.
  • Works directly with Convention Center security department on the development and/or updates to the Emergency Response Plan and Staff Guide.
  • Coordinates signage needed and inputs text into proprietary online system (Passport).
  • Processes attendee list requests from exhibitors and manages the billing/invoice of those charges
  • Sets up master accounts at hotels as needed.
  • Consolidates the hotel contract information into a report.
  • Manages the consolidated Implementation Plan, which serves as the timeline for all activities, across divisions.
  • Enters all meeting related budgets into finance system and manages entry timeline working with budget owners.
  • Processes and tracks invoices and payments into finance system.
  • Manages general Meetings e-mail in box, responding to all requests.
  • Orders materials as needed (pins, ribbons, shirts, etc.) and helps with the design/look if needed.
  • Creates badges for ancillary meetings if needed.
  • Sets up the travel discount programs with airlines/rental car agencies.
  • Assists with logistics for other meetings as needed.
  • Other duties as assigned

Qualifications and Requirements:

  • Bachelor’s degree
  • 2+ years of experience in meeting/conference planning or hotel conference management preferred.
  • Ability to meet deadlines, set priorities and demonstrate a high degree of attention to detail.
  • Ability to work in a team-focused work environment, as well as independently on assigned tasks
  • Strong technology skills required including Microsoft Office – Word, Excel, and Outlook. CVENT and Passport knowledge a plus.
  • Strong copy editing and communication skills.
  • Travel required annually to Scientific Sessions (June)

Physical Requirements

This position involves sedentary work in the office with limited travel including overnight and occasional weekend stays; moving moderately weighted objects from one position to another; and, working primarily with fingers and the whole hand or arm, as in handling, typing, etc.; ability to receive, process, and understand guidelines through spoken language. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in accordance with the Americans with Disabilities Act.

American Diabetes Association recruits, hires, trains and promotes the most qualified persons without regard to race, ethnicity, religion, gender, age, national origin, marital status, sexual orientation, family responsibilities, matriculation, physical or mental disabilities, political affiliation, or status as a protected veteran.

Meetings Coordinator
NBAA
Washington, DC

NBAA has an exciting opportunity for a driven, proactive, detail-oriented Meetings Coordinator. The Meetings Coordinator will support more than 60 meetings each year and takes principal responsibility for planning NBAA committee meetings.

As a valuable member of the conference team, the coordinator will assist with various meeting logistics for NBAA conferences, seminars, regional forums and affiliate meetings held in conjunction with these events.

An ideal candidate will leverage their strong time management, communication and organizational skills as they successfully organize and manage multiple projects. A can-do, results driven individual will thrive in our team’s a fast-paced environment as we deliver world-class events.

If you have experience in planning meetings, course work in event management or are looking to launch or expand your career as a planning professional, this is the opportunity for you!

  • Bachelor’s degree
  • Superior customer service delivery skills.
  • Effective oral and written communication skills with the ability to interact well with internal and external customers, vendors and other contacts.
  • Ability to work well independently and within a team.
  • Strong attention to detail.
  • Good decision making and problem solving skills, especially under time constraints.
  • Ability to build and maintain positive customer and vendor relationships.
  • Excellent organizational and time management skills, including the demonstrated capacity to successfully manage multiple projects and deadlines simultaneously.
  • Proficient in Microsoft Office Suite including Word, Excel, PowerPoint.
  • Ability to learn and become proficient with membership database and the Smartsheet platform.
  • Ability to travel up to 12 days per year.

View the complete job description or submit your resume and cover letter, including salary requirements, online: https://www.nbaa.org/about/careers/. Please note the application deadline is October 12, 2017. NBAA is an Equal Opportunity Employer.

About NBAA

Founded in 1947 and based in Washington, DC, the National Business Aviation Association (NBAA) is the leading organization for companies that rely on general aviation aircraft to help make their businesses more efficient, productive and successful. The Association represents more than 11,000 Member Companies of all sizes and located across the country. NBAA provides more than 100 products and services to the business aviation community, including the NBAA Business Aviation Convention & Exhibition, the world’s largest civil aviation trade show.

Meeting Planner (Annual Meeting)
NACUBO
Washington, DC

POSITION SUMMARY

The Meeting Planner, Annual Meeting is primarily responsible for the following components of the annual meeting, including but not limited to: registration and housing block setup, reporting and oversight; program logistics; convention center space assignment and allocation, meeting specifications, event orders, audio-visual, signage, and other logistical requirements.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Works with the registration/housing vendor to manage pre-event registration and housing set-up to include: testing and launch of site, developing forms, determining registration category codes, establishing housing sub-blocks, and arranging speaker/VIP/staff/vendor reservations, problem solving and correspondence.
  • Enforces policies, processes and procedures related to registration waivers, cancellation, and refunds.
  • Maintains hotel pickup/history, weekly registration reports and timelines.
  • Facilitates the process, procedures, and materials for program logistics; includes room counts, session monitoring, speaker correspondence and tools for CPE tracking.
  • Works to ensure accurate pre and on-site speaker registration.
  • Works in conjunction with Manager, Program Development on CPEs compliance and speaker management (development, engagement, and evaluations).
  • Works with designated staff to determine and execute logistical arrangements and meeting specifications for convention center functions (audio-visual, room sets, internet, electrical services, security and first aid).
  • Manages meeting space requests from staff, business partners and affiliates at the convention center.
  • Works with onsite audio-visual service provider for concurrent sessions and auxiliary functions.
  • Oversees the scheduling and placement of temporary onsite staff (logistic assistants).
  • Works with decorator on the management and compilation of sign orders includes receiving and identifying as well as reviewing for accuracy and onsite placement.
  • Works with the web designer on updates to the Annual Meeting website content.
  • Administers special project support (contract negotiation, site visit coordination, vendor selection) as needed.
  • Assists with auxiliary and special events associated with the annual meeting, as assigned (community service, fitness activities, golf outings, tours); including transportation (if required).
  • Reviews invoices and speaker reimbursements for accurate coding before processing.
  • Updates annual meeting history.
  • Updates food and beverage history report(s). Ensures and maintains accurate headcount records for all functions.
  • Performs other duties as assigned.

QUALIFICATIONS

  • Bachelor’s degree from a four-year college or university (or equivalent experience). CMP preferred.
  • Four to six years’ experience in meeting coordination or the equivalent in a professional association or curriculum preferred.
  • Proficiency using Windows-based applications and database administration (i.e. Cadmium).
  • Excellent verbal and written communication skills.
  • Must able to receive and follow directions as well as execute tasks in accordance with annual meeting goals and organizational strategic plan.
  • Must apply quality control processes to deliverables.
  • Strong interpersonal and organizational skills with a well-developed orientation to accurate attention to detail.
  • Must show good time management skills, including adherence to deadlines and the ability to handle multiple tasks simultaneously.
  • Must be able to work independently as well as collaboratively in a team environment.

PHYSICAL DEMANDS

  • Must be able to do intermittent physical activity including bending, lifting, reaching, and prolonged periods of walking, standing and/or sitting.
  • Must be able to work extra hours and some weekends.
  • Must be able to travel.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

  • This is a climate-controlled environment with moderate noise (e.g., computers, printers/copiers, and light traffic).
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Seven-hour workday, variations in work volume sometimes require extended working hours.

About NACUBO

Located in Washington, D.C., NACUBO serves a membership of more than 2,500 colleges, universities, and higher education service providers across the country. NACUBO represents chief administrative and financial officers through a collaboration of knowledge and professional development, advocacy, and community. Our vision: to define excellence in higher education business and financial management. Established in 1962, NACUBO has been an association since it succeeded a federation of associations of business officers that had given the profession a framework since 1951. NACUBO now represents more than two-thirds of the higher education institutions in the United States.

Meeting Planner
National Academies of Sciences, Engineering & Medicine
Washington, DC

The National Academies of Sciences, Engineering, and Medicine is seeking a Conference Manager / Meeting Planner to join the Meeting and Events team with our Transportation Research Board in Washington DC.

The position is responsible for planning and executing the logistics for meetings, conferences, workshops, and other special events for TRB. That includes coordinating personnel and technical needs such as audiovisual equipment, internet, etc., ensuring meeting requirements are successfully met, setting up registration websites, tracking expenses and reviewing invoices, preparing reports, arranging food and beverage services and assembling / shipping conference materials.

You will also serve as a liaison between the TRB Meetings Department and a variety of internal and external customers, providing information and guidelines, answering inquiries and resolving complaints / issues with customers, vendors, and hotels.

The essential job duties will include:

  • Meet with event organizers to determine needs, assign function rooms and coordinate room set-ups to ensure meeting requirements are fulfilled
  • Collaborate with other operational units to facilitate support requirements for events and meetings
  • Prepare and communicate cost estimates. For off-site activities, conduct site visits to inspect properties, solicit bids on vendor quotes for service, and negotiate rates and services. Review agreements and ensures compliance
  • Oversee and maintain meeting / conference data. Prepare hotel resumes and function specifications
  • Monitor daily project requirements and prepare progress reports
  • Prepare preliminary and actual budgets based upon meeting requirements
  • Prepare and disseminate logistical information for participants
  • Provides onsite management of activities at some offsite venues
  • Assist in managing vendor relationships, serving as the point of contact for outside vendors

To view the full job description and apply please use the link: http://tinyurl.com/ya8cx84l

The Transportation Research Board (TRB) is one of seven major programs of the National Academies of Sciences, Engineering, and Medicine. The mission of the Transportation Research Board is to increase the benefits that transportation contributes to society by providing leadership in transportation innovation and progress through research and information exchange, conducted within a setting that is objective, interdisciplinary, and multimodal. The Board’s varied committees, task forces, and panels annually engage about 7,000 engineers, scientists, and other transportation researchers and practitioners from the public and private sectors and academia, all of whom contribute their expertise in the public interest. The program is supported by state transportation departments, federal agencies including the component administrations of the U.S. Department of Transportation, and other organizations and individuals interested in the development of transportation.

We are looking for someone who has:

  • Bachelor’s degree in a related field, or equivalent knowledge, and three years of related professional experience
  • Experience managing logistics for large conferences and events
  • Experience working closely with hotels to create and deliver specifications
  • A high level of customer service
  • Strong database skills
  • Proficiency in Microsoft Office Suite

Internal Number: 170121-6

About National Academies of Sciences, Engineering & Medicine

The National Academy of Sciences, National Academy of Engineering, and National Academy of Medicine work together as the National Academies of Sciences, Engineering, and Medicine to provide independent, objective analysis and advice to the nation and conduct other activities to solve complex problems and inform public policy decisions. The National Academies also encourage education and research, recognize outstanding contributions to knowledge, and increase public understanding in matters of science, engineering, and medicine.

Meetings Manager
School Nutrition Association
National Harbor, MD

Position Description:

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

Position Responsibilities:

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

Position Requirements:

EDUCATION:  Bachelor’s degree in a relevant field.

EXPERIENCE AND KNOWLEDGE:

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

COMPETENCIES:

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

About School Nutrition Association

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

Associate Director, Meetings and Events
DC Bar
Washington, DC

The District of Columbia Bar has an opening for a new position as an Associate Director, Meetings and Events (ADME) in the Meetings and Events Department in the Operations division. This position directs the operations of the meetings and events team to develop, plan and staff all Bar meetings and events. This position is responsible for the oversight of over 500 meetings and events annually. This position reports to the Chief Operating Officer (COO).

Essential Duties and Responsibilities

  1. Creates a Meetings and Events Department by centralizing Meeting and Events planners currently located across multiple departments.
  2. Procures a Meetings and Events web-based platform to be utilized across the enterprise.
  3. Provides day-to-day leadership, management, coaching and mentoring to direct reports.
  4. Directs and leads all meeting and event planning initiatives for the Bar. Delegates meeting and event planning assignments to team members.
  5. Manages the arrangement and selection of program sites and venues and handles all decision making for the planning process. Participates in site visits, tasting events and other similar events. Develops and monitors timelines and deadlines related to all aspects of events.
  6. Develops standard processes and procedures for the Meetings and Events team. Handles scheduling conflicts and responds to escalated meeting and events issues. Analyzes all meeting and event requests and works to address potential concerns or issues proactively.
  7. Coordinates with appropriate departments for event and meeting setup requirements. Handles special accommodation requests and coordinates with Facilities Management and/or venue site management accordingly.
  8. Reviews all catering and vendor contracts.
  9. Prepares an annual budget for the Meetings and Events department. Advises other Bar departments on expenses related to meetings and events for budget preparation.
  10. Provides final review for Meeting and Events Department invoices.
  11. Identifies operational challenges for Meetings and Events and works with internal customers to develop alternative solutions.
  12. Ensures that all events are posted on a master calendar maintained on the Bar’s website and intranet.
  13. Manages and works with appropriate staff to evaluate all events, ensuring continual improvement and quality customer service.
  14. Oversees the development of internal lists of approved venues, caterers and vendors.

Other Duties and Responsibilities

  1. Performs other duties as assigned.

Minimum Qualifications

  1. BA/BS degree from an accredited college or university in a related field and four years of relevant work experience. CMP certification is a plus.
  2. Demonstrated experience leading, managing, developing and coaching a team.
  3. Must be able to set and achieve strategic objectives and manage budgets.
  4. Proven knowledge and experience in all aspects of meeting and event planning, including registration, logistics, program development, audio visual, etc.
  5. Must be proficient in database management and MS Office applications.
  6. Strong verbal and written communication skills.
  7. Excellent interpersonal, customer service and managerial skills, strong analytical and problem solving skills. Must be deadline driven and detail oriented.
  8. Must work well in a team environment and able to interact well with Bar members, volunteers, vendors, the public and Bar employees.
  9. Ability to work well with minimum supervision and adapt to changing priorities.
  10. Ability to handle and maintain confidential and sensitive information.

Additional Information

Under the Bar’s compensation structure, this position is in the Meetings and Events Job Family at the Associate Director level. Salary is commensurate with experience. This is an exempt position. The D.C. Bar has an excellent benefits package.

This is not an attempt to list all essential functions of this position. It is recognized that job duties may change over time based on the Bar’s needs.

The D.C. Bar is an Equal Opportunity Employer.

Minimum Qualifications

  1. BA/BS degree from an accredited college or university in a related field and four years of relevant work experience. CMP certification is a plus.
  2. Demonstrated experience leading, managing, developing and coaching a team.
  3. Must be able to set and achieve strategic objectives and manage budgets.
  4. Proven knowledge and experience in all aspects of meeting and event planning, including registration, logistics, program development, audio visual, etc.
  5. Must be proficient in database management and MS Office applications.
  6. Strong verbal and written communication skills.
  7. Excellent interpersonal, customer service and managerial skills, strong analytical and problem solving skills. Must be deadline driven and detail oriented.
  8. Must work well in a team environment and able to interact well with Bar members, volunteers, vendors, the public and Bar employees.
  9. Ability to work well with minimum supervision and adapt to changing priorities.
  10. Ability to handle and maintain confidential and sensitive information.

About DC Bar

The District of Columbia Bar, created by the D.C. Court of Appeals in 1972, is among the largest unified bars in the United States. The precipitating force for the D.C. Bar’s creation was the legal community’s desire to have a single organization that could uphold the ethical standards and rules of professional conduct. Today the Bar’s mission is to provide service to the profession, the courts, and the community. The purposes of the Bar are to aid the court in carrying on and improving the administration of justice; to foster and maintain high ideals of integrity, learning, competence in public service, and high standards of conduct; to safeguard the proper professional interest of the members of the Bar; to encourage the formation and activities of volunteer bar associations; to provide a forum for and to publish information relating to the discussion of subjects pertaining to the practice of law, the science of jurisprudence and law reform, and the relations of the Bar to the public; and to carry on a continuing program of legal research and education and make reports and recommendations in the technical fields of substantive law, practice and procedure, so that the public responsibility of the legal professional is more effectively discharged. As a result of a member referendum, Bar dues may only be used to support the admission and continued registration of lawyers, lawyer discipline, the operation of the Clients’ Security Fund, and certain administrative operations. All other Bar activities are supported by voluntary contributions, user fees, and other nondues sources of income. The Bar is governed by a 23-member board of governors that reflects the diversity of the membership, including lawyers in public interest organizations, in government agencies, in large firms, in small firms, and in solo practice.

Membership & Education Coordinator
Association of Academic Physiatrists
Owings Mills, MD

POSITION SUMMARY DESCRIPTION:

The Membership and Education Coordinator supports the activities of the membership and education departments. Responsible for processing membership applications and dues renewals. Answers the phone and provides member customer service. Responsible for maintaining various educational platforms including webinars, online modules, podcasts, and journal continuing medical education (CME).

DUTIES & RESPONSIBILITIES:

  • Manage all responsibilities related to processing renewals and new member applications including database updates, invoices and transaction processing. Create and maintain targeted membership prospect lists.
  • Respond to member and prospective member inquiries by telephone and email; answer phone regularly to provide professional and friendly customer service to members and prospects.
  • Send the monthly membership mailing out by the 15th of the month.
  • Prepare the monthly member mailing list for the Journal and newsletter mailings.
  • Coordinate Annual Meeting and Virtual Campus participant pre-registration.
  • Coordinate Annual Meeting registration logistics including processing registrations, managing onsite registration, and preparing name badges.
  • Manage the learning management system (LMS) to ensure products are appropriately displayed and produce/manage certificates for CME for all activities.
  • Manage the monthly Journal CME and translation process and encourage members to complete the Journal CME.
  • Coordinate speakers for online webinars and podcasts including obtaining disclosures, powerpoints, and biographies. Manage the technology and upload the completed product.
  • Support the Resident/Fellow Council to increase membership, engagement, and participation in AAP while managing expectations of the Councils.
  • Assist in collecting relevant materials from the AAP Annual Meeting speakers such as disclosures.
  • Research corporate and foundation requests for proposals, grant availabilities, and deadlines. Input grants into multiple grant systems and track grant status.
  • Open and distribute incoming mail and special deliveries.
  • Take inventory and order supplies for the office.
  • Other duties assigned as needed.

QUALIFICATIONS:

  • Bachelor’s degree preferred or equivalent work experience
  • 1-3 years of experience within customer service, administrative support, or education
  • Strong verbal and written communication skills
  • Detail oriented with strong organizational skills
  • Excellent customer service skills
  • Ability to multitask, and work independently and efficiently under deadlines
  • Strong commitment to team goals and objectives
  • Self-starter and self-motivated
  • Proficiency in Microsoft Office applications required (Word, Excel, PowerPoint)
  • Knowledge of Association / non-profit preferred

The AAP provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. The AAP complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities or conducts business.

This is not a contract.  The description and duties as they relate to this position are subject to change as reasonable business necessity dictates.  In the event of such changes, a new job description may be created.

NOTES:

Salary Information: $35,000-40,000; Excellent benefits.

About Association of Academic Physiatrists

The Association of Academic Physiatrists (AAP) is a professional medical society of physiatrists who are dedicated to improving patient care by advancing the field of physiatry through research, education and advocacy. AAP currently serves over 1,600 members including physical medicine and rehabilitation (PM&R) department chairs, program directors, residents and fellows, researchers, medical student educators, administrative directors, program coordinators, and others involved or interested in academic physiatry. The AAP has an official journal, the American Journal of Physical Medicine & Rehabilitation, holds an Annual Meeting, and leads a number of projects, programs, and activities to support and enhance academic physiatry.

Coordinator, Meetings and Educational Services
IDFA
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, etc.)
  • 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

About IDFA

The International Dairy Foods Association, Washington, DC, represents the nation’s dairy manufacturers, with a membership of 530 companies representing a $90-billion a year industry. IDFA is composed of three constituent organizations: Milk Industry Foundation (MIF), National Cheese Institute (NCI), and International Ice Cream Association (IICA). IDFA’s 220 dairy processing members run more than 600 plant operations, and range from large multi-national organizations to single-plant companies. Together they represent more than 85% of the milk, cultured products, cheese and frozen desserts produced and marketed in the United States. IDFA can be found online at http://www.idfa.org.

{Posted at the end of August}

Event Manager, Spire
SPIRE Conference Center
Washington, DC              

OVERVIEW

SPIRE Conference Center is a Washington, DC based upscale venue that is looking to hire an experienced Event Manager for daily event management, logistical coordination and execution of corporate internal and external meetings and events. This is a key, high-profile position that will liaison with Spire’s Operations Manager, APA’s Event Managers and APA’s Director of Building Operations to ensure customers receive the appropriate levels of service.  This position requires excellent project-based and interpersonal skills, and an ability to prioritize and follow-through to completion on projects in an accurate and timely manner. Overall professional demeanor, attire and appropriate maturity level are also expected.

Reports to: APA’s Director of Building Operations

PRINCIPAL DUTIES AND JOB RESPONSIBILITIES:

  • Work collaboratively with internal departments (property management, catering, A/V, janitorial), staff, contractors, vendors and external clients in a consultative manner to plan all logistical details including timeline, space reservations, food/beverage, audio-visual services, event promotion, staff requirements, etc. to ensure successful execution of meetings and events
  • Responsible for conducting site tours for prospective clients
  • Respond to leads/inquiries from existing and prospective clients and identify potential business opportunities in a timely manner to ensure productive lead-to-close conversion
  • Attend and participate in industry conferences, events and other networking efforts to promote the venue and stay current on industry trends
  • Coordinate with Marketing department for social media promotion and develop marketing campaigns to help promote venue

QUALIFICATIONS: 

Bachelor’s degree preferred. Minimum five (5) years of professional work experience in conference and/or event planning or project management required. Solid, proven track record of organizing and managing meetings and/or events. CMP preferred, but not required.

  • Superior customer service acumen
  • Strong attention to detail
  • Excellent time management and organizational skills, a must
  • Proven ability to work on a team in a shared services environment and maintain good rapport with all departments
  • Exceptional communication skills, including writing, proof reading and speaking
  • Experience with Social Tables or similar event software programs a plus; proficient in Microsoft Office Suite, Outlook and internet research
  • Must be able to have a flexible schedule including evenings and weekends

Please submit your resume, cover letter and salary requirements to cpatterson@apa.org

NO PHONE CALLS PLEASE

Junior Marketing Event Manager
Destination DC
Washington, DC

Position Summary

The Junior Marketing Event Manager is responsible for assisting with all the logistical arrangements for Destination DC events, tradeshows, meetings and functions as scheduled by the Senior Marketing Events Manager. This position will report to and provide support to the Senior Marketing Events Manager.

Essential Duties and Responsibilities (include the following, but are not limited to)

  • Working with the Senior Marketing Events Manager, planning and executing all DDC events and providing strategic recommendations.
  • Assist with research, site visits & securing venues for events.
  • Assist with sponsors, coops and exhibitors for each event.
  • Serve as the liaison between Destination DC and the host venue, sponsor, exhibitors, caterer, audio visual company or Destination Management Company.
  • Assist with programming for all events and provide ideas and in-sight.
  • Negotiate space rental, food & beverage, audio visual, gifts and other items pertaining to the event/meeting based on the budget.
  • Collaborate with the marketing on all collateral material and other materials pertaining to each event. This includes, but is not limited to: electronic invitations, printed invitations, and signage.
  • Create, build, and send electronic invitations and member emails through Cvent and Informz.
  • Administer all aspects of registration, both prior to and during events.
  • Schedule, train and oversee Destination DC volunteers for events.
  • Serve as the on-site manager on event days.
  • Manage overall event budget for events and oversee that all vendor invoices are paid in a timely manner.
  • Responsible for revenue/expense tracking and ensuring events are on budget.
  • Other tasks as assigned by the Senior Marketing Events Manager.

Experience, Competencies & Education

  • Minimum two to five (2-5) years progressive experience preferably in the non-profit environment.
  • Bachelor’s Degree (B.S./B.A.) from four-year college or university in management, sales, marketing or related field.
  • Ability to read, analyze, articulate and interpret general business periodicals, professional journals and technical procedures.
  • Excellent communication skills.
  • Superior organizational skills and attention to detail
  • Willingness to work evenings and weekends; willingness to travel
  • High level of technical proficiency with Microsoft Office and destination management software systems required.

ACCOUNTABILITIES & MEASURES

Periodic performance evaluations gauging quantitative and qualitative performance against identified goals.

AMERICANS WITH DISABILITIES SPECIFICATIONS

Physical Demands

The physical demands 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 occasionally required to stand; walk; sit; use hands to finger, handle, feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

Work environment characteristics 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 most of the duties of this job, the employee may not be exposed to weather condition. The noise level in the work environment is usually moderate.

Salary Range: $50,000-$55,000

Apply: http://destinationdc.iapplicants.com/searchjobs.php

About Destination DC

Destination DC, the lead destination marketing organization for the nation’s capital, is a private, non-profit membership organization of nearly 1,000 businesses committed to marketing the area as a premier global convention, tourism and special events destination with a special emphasis on the arts, cultural and historic communities.

Event Coordinator
AFCEA International
Fairfax, VA

Key Responsibilities:

  • Assist the Senior Director, Events and Event Managers in planning and executing all department activities; provides department input to digital and media platforms supporting events.
  • Assist with planning and execution of department events and meetings to include coordination with event speakers, attendees, sponsors, and exhibitors.
  • Coordinate and administer event continuing education program.
  • Responsible for supply inventory and packing of event related supplies for travel to events. Coordinates registrations and processes payments for special programs.
  • Provides support to Cyber and Homeland Security Committees.
  • Perform media input and coordination duties as assigned by the Senior Director, Events to include inputting and updating event web/app content, creating and editing bulk email messages, coordinating event promotional material and posting event presentations.
  • Serve as primary contact for routine constituent questions, responds to email and telephone inquiries in a timely and professional manner. Directs non-routine and non-event related requests to managers, directors or other departments, as appropriate.
  • Travels when required to support programs sponsored by the AFCEA International headquarters.
  • Performs other duties as assigned.

To apply, please email a cover letter indicating salary requirements, and resume to sfischetti@afcea.org.

AFCEA is an Equal Opportunity Employer.

Qualifications/Requirements:

College degree preferred, or two year’s meeting planning experience.

  • Experience with routine web based or web supported products.
  • Knowledge of Microsoft Office software required.
  • Knowledge of Informz and/or Constant Contact desired.
  • Certified Meeting Planner (CMP) desired.

About AFCEA International

AFCEA is a non-profit membership association serving the military, government, industry, and academia as an ethical forum for advancing professional knowledge and relationships in the fields of communications, IT, Intelligence, and global security. AFCEA’s members and associates are among the world’s leading designers, planners, manufacturers, testers and users of systems, services and components for communications, intelligence, imaging and information systems.

Meetings Manager
American Association of Pharmaceutical Scientists
Arlington, VA

The American Association of Pharmaceutical Scientists (AAPS) in Arlington, VA, a professional scientific society, seeks a Meetings Manager.   The Meetings Manager is responsible for planning, designing, executing and directing all aspects of the annual AAPS PharmSci 360 (approximately 8,000 attendees) meeting. This includes managing workshops as assigned, developing program, logistics, hotel selection, designing meeting room set-ups, meal selections, and arrangements for audio-visual equipment needs, supplies, signage, and review of all invoices for final payment.   The Meetings Manager creates and monitors meeting budgets with the goal of maintaining maximum profitability for the association while insuring high quality services. Work is performed under general direction. Supervises contractors and volunteers.

Essential Duties and Responsibilities

  • Plan, design and coordinate all pre-meeting logistics including speaker management, assigning meeting space arranging catering, audio-visual, meeting sets, determining signage at convention center and hotels and arranging for equipment as needed;
  • Provide on-site management of meeting logistics;
  • Select and negotiate contracts with all vendors required for PharmSci360;
  • Work with Convention Center staff and union personnel to ensure a safe and profitable meeting;
  • Manage and promote all logistical aspects of the PharmSci360;
  • Identify need for meeting policy development, recommendation of policy and operational procedures, and implementation and enforcement of Association policy with regard to PharmSci360;
  • Responsible for smooth operation of PharmSci360 and maintaining Association policy at the meeting;
  • Disseminate information to members relevant to the meeting including meeting content, registration, housing information and general information as required;
  • Gather and supply information to committees, task forces and/or Executive Council relevant to their participation in the annual meeting, teleconferencing, etc. Also responsible for making appropriate housing requirements (workshops only), processing reimbursements and other tasks associated with their participation in AAPS sponsored events;
  • Interact with staff in preparing and executing tasks associated with meetings, i.e., production schedules, proofing of materials, program information, etc.;
  • Work closely with non-members who are meeting attendees with the ultimate goal of recruiting them as an AAPS member;
  • Work closely with Convention & Visitor Bureau in producing an annual meeting which is profitable for both AAPS and the city; and
  • Collect session titles, speaker names, affiliations, degrees, contact information. Manage all speaker coordination including gathering all contact information for speakers, sending invitation letters and speaker kits, gathering all biographies, abstracts and speaker handouts from speakers and providing this information to the Marketing Department for publication in the final program. Confirm all reimbursement information.

Supervision

Supervise contractors and volunteers including meeting temps at Annual Meeting.

Qualifications

  • Excellent oral and written communication skills required.
  • Proficient in Microsoft Office.
  • Experience in promotional copywriting and written business communications.
  • Excellent organizational skills.
  • Proficient in all aspects of meeting management including housing, registration, supervisory skills and ability to produce and manage budgets.
  • Ability to carry out crisis management plan, make quick decisions and remain calm in face of disaster.
  • Ability to successfully deal with and calm indignant meeting attendees.
  • Certified Meeting Planner (CMP) preferred.
  • Experience with Cadmium software preferred.

Education and/or Experience

  • Bachelor’s degree in Business or related field required.
  • Four years of meeting planning experience in an association.
  • Prior experience in meeting management to include database maintenance, preparing meeting specifications, procedures for selecting venues/facilities, procedures for handling housing, registration, etc.

About American Association of Pharmaceutical Scientists

The American Association of Pharmaceutical Scientists (AAPS) is a scientific association of almost 11,000 members who are employed in industry, academia, government and other research institutes worldwide. Founded in 1986, AAPS provides a dynamic international forum for the exchange of knowledge among scientists to enhance their contributions to public health. AAPS offers timely scientific programs, ongoing education, information resources, opportunities for networking, and professional development.

Event Coordinator – Field
Smart City Networks, Walter E Washington Convention Center
Washington, DC

Experience: At least two years of hands-on customer sales and service experience or
CSSR II experience Comparable background in tradeshow/event industry and/or
telecommunications field preferred.

Specific Skills: Excellent communication skills both verbal and written. Negotiating and
customer service problem solving skills required. Ability to interact with all levels of
internal and external management is essential. Computer literacy and strong skills in
customer service software and spreadsheets and word processing programs including
Microsoft Word and Excel. Proficient in customer service software, including but not
limited to AESOP. Demonstrated ability to multi-task between simultaneous computer
applications. Must pass an in-house Aesop Test annually. Proficiency in using payment
and credit card processing system is preferred. Proficient in telecommunications and
network products and services and basic and complex electrical services. Must complete
a minimum of 16.5 hours of Basic Networking training as designated by management
annually.

Other Functions

  1.  Communicates with other department team members on customer sales and service issues
  2. Attends pre-conference meetings
  3. Distributes/collects show manager equipment rentals
  4. Reviews billing with show management
  5. Collects show management survey
  6. Performs other duties as assigned

Minimum Job Requirements

  1. Maintains regular and consistent work attendance
  2. Demonstrates the ability to work a flexible schedule including nights, weekends and overtime

Education: High school diploma or equivalent with some college preferred.

Working Conditions: Must be available to work on evenings and weekends for office
and/or show site assignments as required by client. Working conditions in the
warehouse or exhibit hall may be at times warmer and cooler.

Please send resume and cover letter to: Jim Erickson, General Manager, jerickson@smartcity.com

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

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

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

Responsibilities

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

About Society of Naval Architects and Marine Engineers (SNAME)

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

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

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

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

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

About Association of the Wall and Ceiling Industry

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

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

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

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

GENERAL ADMINISTRATIVE AND MEETING SUPPORT

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

 ABSTRACT ADMINISTRATION

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

 REGISTRATION ADMINISTRATION

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

 KNOWLEDGE AND SKILLS REQUIRED:

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

PHYSICAL REQUIREMENTS:

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

JOB REQUIREMENTS:

Bachelor Degree in applicable area or related discipline preferred.

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

Demonstrated knowledge of database management preferred.

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

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

Meeting and Event Planner, Mid Key Role:

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

Basic Qualifications:

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

Additional Qualifications:

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

Clearance:

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

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

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

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

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

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

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

Position Responsibilities

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

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

II. Compiles annual conference budget with Senior Director.

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

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

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

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

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

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

Qualifications:

Required:

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

Preferred:

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

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

About NAFSA: Association of International Educators

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

Manager, Meetings & Events
NCARB
Washington, DC

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

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

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

Requirements

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

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

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

About NCARB

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

Destination Sales Manager
Visit Alexandria
Alexandria, VA

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

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

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

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

Sales:

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

Marketing

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

Desired Skills & Experience

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

Our Culture

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

Compensation & Benefits

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

To Apply

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

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

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

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

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

About American Association of Colleges of Nursing

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

Education Manager
American Bakers Association
Washington, DC

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

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

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

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

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

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

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

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