Meetings & Events Manager

ob Summary

The Meetings and Events Manager supports implementation for National PTA’s major meetings and events, and provides support to PTA departments with other meetings and convenings. The Manager ensures a high-quality experience for PTA members and leaders by delivering events that align with PTA’s mission, values, and operational priorities.

The position is open until filled; for best consideration apply by June 4, 2025.

Please complete the online application and upload a resume and a cover letter highlighting your interest and relevant experinece. The salary for the position is $80,000 with consideration for additional experience and includes an excellent benefits package. .

Conference and Meeting Development: Provide planning and coordination of all major PTA events, including Convention, LegCon, board meetings, governance meetings, and other convenings at PTA headquarters. Collaborate across departments on the execution of events. Develop task lists, timelines, and deliverables for planning team meetings and facilitate regular check-ins. Coordinate with and assist volunteer committees that support PTA meetings.

Vendor and Contract Administration: Support National PTA on the development of RFPs and contracts. Maintain detailed files for all event-related vendor relationships. Track and monitor payment and attrition schedules for venue contracts. Oversee invoice reconciliation, and adherence to contract deliverables.

Travel Management: Support volunteers and staff with all PTA-related travel activities. Ensure PTA travel policy and procedures are communicated and followed, and train volunteers and staff on PTA travel procedures. Manage PTA’s outsourced travel booking agency. Develop and manage the travel instructions process that provides volunteers and staff the details of booking their travel (i.e. hotel, dates, budget). Approve travel in real time via the online system, including on weekends during peak times. Create and distribute registrant survey to capture key data (i.e. arrival and departure times, dietary restrictions, emergency contact) and create critical reports (i.e. rooming list). Monitor and update travel best practices to ensure cost-effective and efficient solutions for the association.

Registration Management: Lead full-cycle registration for all PTA events. Support the contract development for the registration vendor and manage against their contract, deliverables, invoicing and if applicable, on-site support. Work with the vendor to set up the registration system and ensure comprehensive pre-launch testing. Monitor the registration process, run regular reports, and provide weekly updates to leadership. Develop an on-site registration process for events, train the staff and volunteer support team, and ensure smooth execution of the check-in system, including printing of all registration materials. Troubleshoot issues to full resolution.

Site Logistics Coordination: For meetings off-site, coordinate with staff to collect and document all logistical requirements, including room set-ups, food and beverage, AV equipment, supplies, and signage. Ensure appropriate space is allocated for required meeting elements. Once on location, provide continual meeting support and leadership, serving as liaison to vendors and providing troubleshooting help to staff and volunteers. For meetings at PTA headquarters, directly coordinate all logistical needs.

Other Event Management: As time allows and in coordination with the lead PTA department(s), support the planning and execution of offsite events, including sponsor-driven marquee events, state activations, and conferences.

Financial Management: Support the development of the PTA Meetings budgets and monitor cost vs. actuals for event budgets. Review incoming invoices, ensure vendors are within budget, and submit invoices for payment. Coordinate with the finance department on the expense reimbursement process as needed.

Reporting: Produce event attendance reports before, during and after each event and provide regular updates for leadership. Work across departments to create participant satisfaction surveys at the completion of each conference or meeting. Collect and compile survey results and produce reports for leadership and key stakeholders. Track budget outcomes, and vendor performance. Maintain clear records of event results and leverage reporting to recommend future improvements.

Fostering Positive Culture: Provide high-quality customer service to PTA members, leaders, and staff. Respond promptly to inquiries and ensure that events reflect National PTA’s values of excellence, inclusivity, and respect. Center diversity, equity, and inclusion in all aspects of event planning and execution. Contribute to a positive team culture and support process improvements in collaboration

Requirements

EDUCATION & EXPERIENCE

• Bachelor’s degree in business administration, hospitality or hotel management or related field, or equivalent experience is preferred.
• Required minimum 5 years previous experience in a meeting / travel environment performing similar duties.
• Specialized training, certification (CMP) in meeting planning preferred.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge and understanding of meeting and event planning principles, requirements, procedures and resources.
• Knowledge of conference facilities, including technology and equipment options and use.
• Demonstrated organizational skills, ability to manage multiple projects and move quickly from one project to another while maintaining thorough records. Requires the ability to be flexible and balance competing priorities.
• Strong interpersonal and excellent oral and written communication skills with a high level of professionalism to successfully negotiate contracts and communicate policies and procedures to diverse audiences, and to quickly establish credibility and maintain ongoing relationships.
• Sound customer service and results-focused orientation. Must have the ability and initiative to investigate and analyze information and make recommendations. Ability to maintain confidentiality is essential.
• Demonstrated commitment to diversity, equity, and inclusion (DEI) and skills/experience/knowledge contributing to an inclusive working and/or learning environment.
• Ability and willingness to travel domestically (weekday and weekend travel is required). Estimated travel is 30% of time.
• Competency in Microsoft Office (Word, Excel, and Outlook). Ability to navigate Excel with a high level of proficiency is required. Must possess the ability to use the internet as an effective search tool and have experience working with database systems.
• Proficiency in all PTA competencies.

PTA KEY COMPETENCIES

• Attention to detail and organizing skills.
• Communicates effectively.
• Manages ambiguity.
• Prioritization/delivering results.
• Follow through and responsiveness.
• Problem-solving.

WORKING CONDITIONS

• Work is performed in a professional office environment; currently on a hybrid schedule working 2+ days per week in-office.
• Position will be required to work evenings and weekends as outlined above.
• Incumbents routinely uses standard office equipment including computers, phones, photocopiers, filing cabinets, etc.
• This is a largely sedentary role. Routine activities and special events may require the ability to lift files, packages and related materials weighing up to 20 lbs. and to bend or stand as necessary.