Associate Director, Meetings

Competitive salary and benefit packages including Medical, Dental, and Vision. Hybrid work schedule that supports work-life balance Professional development opportunities SUMMARY The incumbent provides professional management and independent judgment in the planning, scheduling, budget development, and on-site management of specific meetings, conferences/seminars. The Associate Director also assists the Vice President and Director of Meetings on special projects and activities as assigned by the Vice President. MAJOR RESPONSIBILITIES Works closely with Director and Vice President in the development of the Meetings budgets. Works with logistical, housing and operational arrangements for the successful implementation of designated meetings. Works with staff representatives and other MBA personnel to determine exact space requirements and space needs for meetings and conferences. Directs and provides all vendors with detailed meetings programs that include instructions for room set-ups, audio-visual requirements, housing and banquet events in accordance with department policies and procedures. Interfaces with venue sales, convention, and catering personnel regarding detailed instructions and requirements to ensure the development of meeting plans as necessary. Works independently on many MBA conferences and is the primary point person for the assigned conferences. Responsible for assigning all program space and its affiliated functions to maximize MBA revenues, ordering meeting room signs, coordinates shipping of materials to and from meeting sites with the Meetings Supervisor. Working with the presidents assistant, oversees Officer and VIP needs pre-meeting, on-site and through departure. Schedules meetings from the perspective of MBA’s overall activities for the entire year, based on review of the previous year, consideration of proposed changes in offerings, and consultation with appropriate internal departments. Provides necessary support to ensure an efficient and well-executed conference. Travels, directs, and occasionally supports, on-site management of registration procedures, accommodations, meeting rooms, equipment and supplies, audio/visual requirements, meal functions, etc. when assigned for conferences throughout the year. Serves as the principal liaison with the venue staff and all vendor and supplier contacts. Utilizes independent judgment to carry out assignments and activities. Reviews, processes and approve all relevant bills related to expenses incurred during meetings under direct supervision and management. Works closely with colleagues in the Meetings Department to ensure successful integration of all elements required for the successful implementation of meeting activities. Assist with research on facilities, conduct site visits as required and help refine vendor contracts for meetings as needed. Performs other related duties as assigned. SPECIFICATIONS College degree preferred combined with seven to ten years of experience in the direction and management of medium-large meetings. Experience working in hotels is beneficial. Strong organizational, time management and diplomatic skills are a must. Must be results driven and have the ability to work in a fast-paced environment in a composed manner. Incumbent must possess excellent oral and written communication skills. Educational experience in the real estate finance area is preferred. Must be able to travel and be comfortable in large group settings. Customer service and team orientation skills are essential. Additionally, must be computer literate with an understanding of and the ability to use Microsoft Office products (Word and Excel) and other meetings-specific software helpful. Additionally, the ability to understand and use database software to process and maintain information is helpful. Ability to organize, prioritize, and accomplish multiple tasks with attention to detail in a timely manner. Extensive travel may be required. The current recruitment range for this role is $100,000 - $108,000. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, or based on disability. MBA is an E-Verify employer. Please note that MBA will not sponsor employment. #J-18808-Ljbffr