Associate Director, Conferences and Meetings

Job Description

Job Description

Description:

ABOUT NAFSA: Association of International Educators

With more than 10,000 members, NAFSA: Association of International Educators is the largest and most comprehensive association of professionals committed to advancing international higher education. Based in the United States, we provide programs, products, services, and a physical and virtual meeting space for the worldwide community of international educators. The association provides leadership to its varied constituencies through establishing principles of good practice and providing professional development opportunities. NAFSA encourages networking among professionals, convenes conferences and collaborative dialogues, and promotes research and knowledge creation to strengthen and serve the field. We lead the way in advocating for a better world through international education.

NAFSA believes that international education advances learning and scholarship, fosters understanding and respect among people of diverse backgrounds and perspectives, is essential for developing globally competent individuals, and builds leadership for the global community. We believe that international education lies at the core of an interconnected world characterized by peace, security, and well-being for all.

POSITION SUMMARY

The Associate Director, Conferences and Meetings works with the conference team and other NAFSA staff to manage and support all departmental activities relating to meetings, conferences, and event planning services, including working collaboratively with all members of staff to ensure seamless internal meetings. This position contributes to and supports the planning and convening a 8.000-plus delegate annual conference & exposition, along with numerous other association meetings and events. The Associate Director also plays a lead role in planning internal leadership and board meetings, collaborating with key staff in the organization.

ESSENTIAL FUNCTIONS

Annual Conference and Expo Logistics (60%)

• Travels to conference site 2-3 times per year for planning purposes, taking an active role as part of planning team.
• Manages database of events associated with annual conference, leading the process for staff requests for room assignments, logistics, A/V, food and beverage.
• Works with Senior Director in management and production of floor plans for all space at convention center facility and hotels, working closely with general services contractor and audio-visual vendor, to include administrative space, networking spaces, sessions and workshops.
• Produces annual conference and expo resume, including all specifications and reports for vendors, convention center, headquarters hotel, ensuring precise information.
• Responsible for overseeing onsite management of meeting logistics in host city including room set-up, audio visual equipment, and food and beverage requirements.
• Lead in planning special events, including opening and closing celebrations, awards luncheon, VIP events.
• Manages conference shuttle program.
• With Program Manager, serves as logistics team contact in managing several aspects of Local Arrangements Team volunteer work including, but not limited to, Volunteers, Conference Information and Hospitality.
• Develop and maintain successful, revenue-generating ICW (in conjunction with) meeting space rental program and partnership with external organizations.
• Work with Senior Director and members of NAFSA staff on strategy and event design as conference planning and delivery evolves each year.
• Contribute to collection and analysis of post-conference data to determine improvements and innovations to the annual conference offerings.

Housing (30%)

• Work closely with Senior Director on citywide housing contracting process.
• Manage housing program, including block management, group blocks for partners, rates, concessions, staff and vendor housing needs.
• Manage housing vendors and hotel partners.
• Collaborate with housing vendor, set up reservation site and test.
• Develop communication plan for housing to include marketing text, confirmation letters and hotel communication of our process and important deadlines.
• Optimize attendee experience and satisfaction during entire housing process.

Event Technology (5%)

• Monitor and contribute to website pages for annual conference (housing, travel, registration, FAQ’s, health and safety).
• Works with the Technology and Conference Program teams to contribute to online planner and mobile app development as needed.
• Works with the Technology and Conference Program teams to contribute to digital conference offerings as needed.

In-house Meetings Logistics and Industry Relations (5%)

• Develops and maintains good working relationships with sales and meeting services staff at local area hotels as well as convention and visitors’ bureaus.
• With Program Manager, researches and maintains organized inventory list on local area hotels, meeting facilities, restaurants, special event venues, and catering service providers.
• With Program Manager, serves as liaison with hotels and staff for leadership meetings in Washington DC with accuracy, including, but not limited to, RFP process and site selection, room reservations, communicating schedules and agendas, assisting with transportation, and ordering audio-visual, and food and beverage.
• Serves as resource to NAFSA staff in planning and executing events.
• Provides a high level of internal customer service to all staff members in planning meetings for departments.
• Maintains an active role in meetings industry and regularly researches current topics

Requirements:

Education : Bachelor’s degree or an equivalent combination of education and experience.

Experience :

• Minimum five years of work experience planning large events.
• Knowledge of core elements in planning meetings and events in an association or corporate environment.
• Experience with hotel contract negotiation and terms, food and beverage coordination, AV production.
• High caliber performer with a strong commitment to customer service.
• Highly organized and detailed-oriented; attention to detail, interest in data.
• Demonstrated ability to keep to a demanding timeline.
• Ability to work effectively in a fast-paced team environment as well as independently.
• Comfortable with a variety of technology solutions.
• Strong written and oral communication skills.
• Ability to travel and work weekends.
• Proficiency in Microsoft Office and project management software.
• Enthusiasm for NAFSA’s mission.
• Self-motivated and able to exercise good judgment.
• Flexible; ability to adapt to changing responsibilities.
• Interest in planning 8,000-plus delegate annual conferences and exhibit hall.

 

The workday is generally from 9:00 a.m. to 5:00 p.m. The week after Memorial Day to Labor Day, it is 8:30 a.m. to 5:30 p.m. Monday through Thursday and 9:00 a.m. to 12:00 p.m. on Friday.

Travel is occasionally required related to job responsibilities, especially for the annual conference or other leadership meetings. Participation in the NAFSA annual conference the week of Memorial Day, including the holiday itself, is a job requirement. The annual conference is held in varying cities. 

Tasks are performed in a typical office environment, involving sitting for extended periods of time. Sitting, standing, bending, and lifting 10lbs or less will occur intermittently throughout the workday. Position involves constant use of computer keyboard and monitor, with intermittent use of headset and microphone.