Job Type

Full Time

Published

05/24/2018

Address

111 K Street NE
10th Floor
Washington
DC
20002
United States

Description


Summary


The NASPA Director of Meetings (DoM) is responsible for the execution of all conferences, meetings, and event activities for the Association. This role is accountable for ensuring all meetings and conferences achieve annual goals and objectives. The DoM is primarily responsible for the successful execution of meeting logistics for the NASPA Annual Conference which is a city-wide event with between 6,500 – 8,000 attendees. In addition, the role provides leadership to the meeting details of multiple face-to-face meetings. This role is the primary contact with a third-party event management team, audio-visual company, and decorating service provider for all meeting logistics.



Essential to this role are the abilities to interact with staff (at all levels) in a fast-paced environment, to remain proactive, to be resourceful and efficient, and to maintain a high level of professionalism. The position requires superior organizational skills and the ability to manage multiple priorities. High-quality written and verbal communication skills, strong decision-making ability and attention to detail are equally important.


Reports To:


Assistant Vice President for Professional Development


Supervises:


Meeting Manager


Specific Responsibilities of the Position

 

·      Provides leadership and coordination for the planning and execution of the meeting logistics for NASPA

Annual Conference and The Placement Exchange.

·      Overall responsibility for meeting planning and logistics for all Association meetings, including budget

preparation and monitoring, space and site selections, menu selection, room set-up and food requirements,

audio visual, general service company/decorator, room blocks, on-site management, transportation, etc.

·      Develops and supervises the meeting revenue & expense budget process, coding, and reconciliation of all

final bills for the NASPA Annual Conference and assists other professional team members with budgeting,

as appropriate.

·      Supervises and supports Meeting Manager.

·      Serves as liaison with third-party vendor (currently Experient) in sourcing, contract negotiations, managing

attrition, determining required space.

·      Collaborates with the corporate relations team in the logistical aspects of the NASPA Annual Conference

Exhibit Hall/sponsorship opportunities and other conferences/workshops.

·      Works collectively with membership team and third-party to review, establish, and implement policies,

procedures, and guidelines for registration, housing, etc.

·      Manages the annual conference meeting database which houses events, educational programs, and

speaker data.

·      Develops and produces data and dashboards for NASPA Executive Team with registration numbers and

other information related to all meetings and programs.

·      Collaborates with Communications & Marketing Team to develop and organize information about NASPA

Annual Conference and ensure accuracy of meeting brochures and flyers (i.e. dates, location, registration

contact, fees, housing, etc.)

·      Develops and updates NASPA Annual Conference and other event web pages with programmatic, venue,

and event logistics.

·      Supports Vice President for Professional Development with the NASPA Annual Conference Volunteer

Leadership Committee in developing meeting timelines and works with committee liaisons.

·      Interfaces effectively with clients, vendors, and members at all levels of the Association.

·      Provides the highest level of customer care to members, leaders, exhibitors, and sponsors.

·      Maintains the highest degree of professionalism, integrity, and ethical actions.

·      Other duties as assigned.

Qualifications


·      A Bachelor’s degree in hospitality management, or related field required. Certified Meeting Professional

designation preferred.

·      Minimum of 5 – 7 years of project, conference, and exhibition management within a professional

association or society or within a customer service-oriented organization/hospitality setting.

·      Demonstrated understanding of hospitality industry trends, innovations, and best practices.

·      Extensive experience in developing and managing complex departmental budgets, and overseeing annual

budget process for meetings and exhibits.

·      Experience negotiating and building relationships with partners and vendors, including but not limited to

hotel contracts, venue contracts, vendor contracts, and room block management.

·      Demonstrated effective writing, communication, project management skills required, and experience writing

event/marketing content for websites preferred.

·      Strong organizational skills, with the ability to establish priorities, manage multiple demands and projects,

and meet deadlines.

·      Proficiency in standard office technologies and membership database systems.


Competencies

·      Quick learner with ability to relay information accurately and consistently.

·      Ability to take initiative, use sound judgment, and work effectively and cooperatively with all levels of staff

and constituents.

·      Ability to work well in a team environment and maintain a positive attitude.

·      Ability to creatively solve problems with strong attention to detail.

·      Ability to thrive in a fast-paced, dynamic, evolving environment.

·      Ability to work under pressure in a deadline-oriented environment.


Office Location/Working Conditions/Physical Requirements


This position is located in the NASPA Washington, D.C. Office. However, following a period of orientation and onboarding this position may be designated a remote position but must be based anywhere within a 1-2 hour drive from Washington, D.C.


This position is primarily office-based with primary work on a computer, including phone, email, and video conferencing.


This position will be required to routinely pack program materials for shipment, including moving potentially heavy boxes.


Scheduled weekend and evening work is required for planning, scheduling, and execution of various events. Moderate to frequent overnight travel to NASPA events is expected during which the position may be expected to complete set-up and stand for longer periods of time than usual, traveling by air and ground transportation. 



About NASPA


NASPA is the leading association for the advancement, health, and sustainability of the student affairs profession. We serve a full range of professionals who provide programs, experiences, and services that cultivate student learning and success in concert with the mission of our colleges and universities. Established in 1918 and founded in 1919, NASPA comprises more than 16,000 members in all 50 states, 29 countries, and 8 U.S. Territories.  


Through high-quality professional development, strong policy advocacy, and substantive research to inform practice, NASPA meets the diverse needs and invests in realizing the potential of all its members under the guiding principles of integrity, innovation, inclusion, and inquiry.


NASPA members serve a variety of functions and roles, including the vice president and dean for student life, as well as professionals working within housing and residence life, student unions, student activities, counseling, career development, orientation, enrollment management, racial and ethnic minority support services, and retention and assessment.


NASPA is an equal opportunity employer. NASPA does not discriminate on the basis of race, color, national origin, religion, sex, age, gender identity, gender expression, affectional or sexual orientation, or disability in any of its policies, programs, and services.

Professional Level

None specified

Minimum Education Required

4-year degree

How To Apply

Please apply by sending a cover letter, resume, and salary requirements to tgillmor@naspa.org with the subject line: NASPA Director of Meetings Position.


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