Meetings and Events Manager

NAPABA is seeking a passionate and skilled Meetings Manager. This role thrives in creating convenings and experiences that foster belonging, professional development, and learning opportunities for our members. The manager will provide logistical and operational support to the Meetings and Events Director to ensure the high caliber of meetings and growth in alignment with NAPABA’s long-term strategy.

The ideal candidate should be a skilled project manager—effectively communicating with numerous stakeholders (internal and external), implementing and executing tasks with minimal oversight, and managing the details while keeping sight of the big picture. The candidate should have expertise in managing the event lifecycle from start to finish, meeting strict deadlines and budget considerations. The candidate should have a keen understanding of the value proposition of meetings and events and have the ability to communicate that value to our members through creative and effective marketing strategies.

SUMMARY OF FUNCTIONS

The Meetings Manager, under the direction of the Meetings and Events Director, is responsible for providing administrative and logistical partnership in all phases of event planning and execution for NAPABA—including the 3,000+ attendee annual Convention, regional meetings, board meetings, and special events.

ESSENTIAL DUTIES AND RESPONSIBILITIES

NAPABA Convention (80%)

• Manage the Convention program lifecycle, including the Call for Programs, peer review process, speaker communications and requirements, session scheduling, and development and maintenance of the online program.
• Manage Convention registration and housing operations from planning through onsite execution, including registration website development, attendee communications and support, room block management, reporting, and troubleshooting.
• Coordinate with providers to develop and maintain the Convention mobile app and attendee platform, ensuring accurate and timely content and a positive attendee experience.
• Manage assigned Convention projects and operational areas, including scholarships, onsite activations, supplies, shipping, signage, and other attendee-facing logistics.
• Serve as a liaison with Committee/Network Chairs to manage the logistics of their onsite events.
• Manage sponsorship fulfillment and exhibitor operations, including invoicing, sponsor communications and inquiries, tracking deliverables, and exhibitor coordination.
• Demonstrate sound fiscal judgment in the use of all NAPABA resources and offer cost-saving alternatives.
• Perform other duties as assigned.

Small Meetings (20%)

• Manage the logistical components of quarterly Board meetings, Lobby Day, meet and greets, special events, and member programs.
• Coordinate the full logistical lifecycle of assigned events, including venue sourcing, contracting, food and beverage, housing, audiovisual needs, room setup, registration, supplies, and onsite execution.
• Demonstrate sound fiscal judgment in the use of all NAPABA resources and offer cost-saving alternatives.
• Perform other duties as assigned.

QUALIFICATIONS

The ideal candidate has three to five years’ experience in planning and executing large-scale events and has a proven track record of excellent organizational skills.

• Strong project management skills, organizational skills, time management skills, and the ability to work independently are all required.
• Excellent analytical and critical thinking skills.
• Excellent member-oriented ethic and ability to interact positively and effectively with a variety of audiences (including internal and external stakeholders) using written, verbal, and nonverbal communications.
• Ability to work accurately and efficiently under pressure and with multiple deadlines.
• Strict attention to detail.
• Capacity to adapt to new issues as they emerge.
• Ability to use good judgment and work independently in a multi-task position.
• Demonstrated negotiation skills and creative approach to problem solving.
• Ability to interact effectively with staff, membership, the public, the board of directors and volunteers.
• Fluency or ability to develop fluency with workflow process tools used by the staff, including Microsoft Office, Slack, Asana, Box, and others.
• Experience using Cvent is preferred. Candidates without prior experience are encouraged to apply, particularly if they can demonstrate an ability to quickly learn new tools.

LOGISTICAL REQUIREMENTS

• NAPABA operates on a 37 ½ hour work week with flexible hours and remote workdays.
• Ideally, the candidate should reside in the DC metro area. But regardless of residency, the candidate must commit to work in-person in NAPABA’s DC office twice per week and as needed.
• The candidate will be required to be present and available throughout the NAPABA Convention, typically November of each year, and during other NAPABA events.
• Periodic travel is required, estimated at three to four weeks in a 12-month period.

About NAPABA

The National Asian Pacific American Bar Association (NAPABA) represents the interests of more than 80,000 Asian Pacific American (APA) attorneys, judges, law professors, and law students, as well as over 90 national, state, and local APA bar associations. Founded in 1988, NAPABA promotes justice, equity, and opportunity for APA legal professionals and Asian American, Native Hawaiian, and Pacific Islander communities. We foster professional development, advocacy, and community involvement.

Full-time employees are eligible to participate in NAPABA’s employee benefits program in accordance with applicable policies and eligibility requirements. NAPABA offers a comprehensive benefits package, including 100% employer-paid medical, dental, vision, life, and short- and long-term disability insurance; a health reimbursement arrangement; a 401(k)-retirement plan with an employer match of up to 6%; generous paid leave; and observance of all federal holidays.