JOB TITLE: Associate Director, Meetings DEPARTMENT: Meeting and Business Partnerships STATUS: Non-Exempt REPORTS TO: Director, Meetings
JOB TITLE: Associate Director, Meetings
DEPARTMENT: Meeting and Business Partnerships
REPORTS TO: Director, Meetings
Plan and supervise the execution of assigned meetings and events to include agenda development, logistical support, brochure preparation and distribution, advertising and marketing, registration, on-site management, proceedings development/posting/distribution, and post-conference administration and financial reconciliation. Work closely with the Exhibits department on site/venue selection, agenda time allocations, direct cost allocations and meeting conduct for those meetings that include exhibits
• Coordinate and supervise the workloads and meeting assignments of assigned meeting planners, adjust workloads as necessary and keep Meetings Director informed of such actions and underlying rationale.
• Develop, coordinate, execute and monitor detailed plans for event preparation, coordination, support and close-out; specific coordination with Exhibits Department required for those events incorporating exhibit operations. Perform meeting planner oversight to ensure satisfactory progress in accordance with established milestones.
• Develop detailed event budgets, conduct monthly event budget reviews with assigned meeting planners and recommend corrective budget/forecast adjustments to Meetings Director. Participate in monthly team budget reviews.
• Serve as the primary contact for assigned Division and client events to ensure planning milestones are achieved and members are actively engaged. Schedule meetings and
provide administrative support to each Division’s Board of Directors, to include meeting agenda preparation, minutes and roster.
• Develop, coordinate, produce, and distribute error-free calls-for-papers, meeting brochures, and conference proceedings; perform oversight of similar actions for assigned meeting planners.
• perform site visits, develop Requests for Proposals (RFPs), negotiate contracts and determine support service requirements for various meeting event venues. Interface with national hotel chain sales offices and Convention & Visitors Bureaus to secure favorable arrangements and terms for assigned events.
• Work with event Speakers to monitor logistics- lodging, presentation and registration.
• Travel to meetings and conferences as required. Perform on-site event management as meeting ‘team leader’ for all facets of meeting execution. Interface with on-site exhibits ‘team leader’ to ensure continuity of event management and execution.
• Coordinate among assigned meeting planners to ensure timely and appropriately formatted advertising/marketing input to National DEFENSE magazine and other publications and media deemed appropriate for assigned meetings.
• Travel to tradeshows & attend related professional association (e.g. MPI, ASAE, etc.) job training programs (e.g. seminars, annual association executive/meeting planner conferences, etc.) to stay current on meeting and event trends, hotel & vendor contracts, etc. Provide appropriate training to team members or other meeting planners as a result of such participation. Perform as primary trainer for new-hire meeting planners.
• Perform supervisory and administrative requirements as directed by Meetings Director
QUALIFICATIONS, KNOWLEDGE, SKILL REQUIRED
• CMP preferred.
• Associate degree or equivalent education (Bachelor's degree a plus).
• 7-10 years’ experience in a related role within event/meeting planning industry.
• Ability to exercise good judgment with strong written and verbal communication, administrative, and organizational skills.
• Ability to multi-task and work closely with all levels of staff in the Association.
ADA SPECIFICATIONS (Physical demands that must be met to successfully complete the essential functions of the job list items such as unusual work schedule, occupational risk, travel required, physical effort, environment and demands that must be met to perform the essential functions of the job.) This position is primarily located in the Arlington, Virginia office with regular travel to external locations for setup and facilitation of meetings and special events including overnight travel and periodic overtime. This position will also require some bending and lifting.
The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary.
The National Defense Industrial Association (NDIA) is America’s leading Defense Industry association promoting national security. NDIA is proud to provide a legal and ethical forum for the exchange of information between Industry and Government on National Security issues. Our members foster the development of the most innovative and superior equipment, training and support for our warfighters and first responders through our divisions, local chapters, affiliated associations and events.