NAIOP, the Commercial Real Estate Development Association based in Herndon, Virginia, is seeking a senior manager of conferences. This position is a key role within the Education team at NAIOP, planning 5-7 conferences and meetings annually, ranging from 20 to 1,500 people in the US and Canada. The successful candidate will possess excellent project management skills, clear and pleasant oral and written communication, flexibility on project prioritization, and savvy negotiation skills. The meeting planner works with a third-party site selection firm, DMCs, event vendors, hotels, convention centers, and internal teams to create excellent conference experiences.
Conference and Meeting Logistics
Manages all hotel logistics, including food and beverage selection and orders, audio-visual equipment and relationship with A/V vendor, DMC contracts, room set-ups, guarantees, credit approval, preparation, and execution of all event specifications.
Prepares and manages staff onsite work schedule.
Identifies potential vendors, negotiates vendor contracts, and coordinates vendor requirements.
Plans and manages all aspects of special events.
Reconciles hotel and vendor invoices and processes them for payment.
Visits properties to plan and prepare for upcoming events.
Meets and coordinates with vendors and appropriate event staff.
Oversees and coordinates all meeting space areas and functions, including the registration area.
Oversees event shipping and supplies.
Identifies and visits potential locations for any off-site special events.
Coordinates logistics for pre-conference meetings including monthly/biweekly/weekly staff preparation meetings, national committee meetings, Board of Directors, Foundation Governors, National Forums and NAIOP-PAC meetings.
Plans Board of Directors receptions and dinners.
Plans Foundation Governors receptions and dinners.
Coordinates National Forums dinners and transportation with NAIOP Forums Manager and DMC vendor.
Acts as the conduit between key hotel staff and NAIOP staff.
Develops, manages, and communicates hotel rooming lists and reports, including NAIOP VIP reservations.
Future Sites Contracting
Identifies and analyzes feasibility of potential sites for future conferences.
Manages internal contract review, signature and return process.
Serves as main contact with hotel booking agent/sourcing vendor in future site selection and contract negotiation.
Recommends, monitors, and manages F& B and A/V budgets and other budgets as assigned.
Maintains working event budgets throughout the year, including projections for future years’ budgets.
Participates actively and cooperatively on the Education team of NAIOP, including participating actively in regular team meetings and strategy sessions.
Performs other duties as assigned.
No supervisory responsibilities.
Required and Preferred Qualifications:
Bachelor’s degree required. CMP or other meeting management designation(s) preferred. Minimum of 5-7 years’ experience planning complex association or non-profit conferences and meetings preferred.
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.
Professional demeanor and exceptional interpersonal and verbal/written communication skills.
Outstanding interpersonal and customer service skills, including the ability to work effectively and collaborate with colleagues at all levels, members, and vendors.
Requires knowledge of conference facilities, hotels, convention centers, and A/V equipment.
Ability to take initiative and a high degree of results orientation is required.
Possesses the ability to work effectively and collaborate with colleagues at all levels, members, and vendors.
Must have the ability to investigate, analyze, and synthesize information and make sound recommendations.
MS Office suite skills required.
Travel requirement is approximately 10-15%, with 5-7 conferences per year and site visits.
Hybrid work schedule, with a required three days per week in NAIOP’s Herndon, VA office.
NAIOP, the Commercial Real Estate Development Association, is the leading organization for developers, owners and related professionals in office, industrial and mixed-use real estate. NAIOP provides unparalleled industry networking and education, and advocates for effective legislation on behalf of our members. NAIOP advances responsible, sustainable development that creates jobs and benefits the communities in which our members work and live. For more information, visit www.naiop.org.