Position OverviewNACS is seeking a highly organized, motivated, team-oriented and customer service focused meetings and events professional to join our meetings team. As meetings and events manager, you will play a leading role in managing key events for the organization. This role requires excellent event-planning skills along with the ability to define project milestones and deadlines and manage both internal and external teams efficiently to meet organizational goals and expectations.
The ideal candidate for this position is passionate about meetings and events, driven, and naturally curious. They will be detail-oriented, eager to learn, and skilled at problem-solving. Excellent written and verbal communication skills, flexibility, and a proactive, can-do attitude are essential for success in this role. The role is located onsite at NACS Headquarters in Alexandria, VA.
The Meetings and Events Manager oversees the logistical planning and preparation of NACS meetings and events as directed, including:
- Plans, coordinates and implements all aspects of assigned meetings, special events, and conferences throughout their entire life cycle
- Negotiates and contracts various venues, vendors and services as they relate to NACS events
- Organizes all event details both internal and external and communicates to all stakeholders
- Delivers outstanding customer service, both external and internal
- Communicates with NACS most engaged members and VIPs regarding attending events, responding to member inquiries and fulfilling requests
- Provides onsite support for meetings and events both domestic and international
- Executes assigned NACS Meetings on or under budget
- Other duties as assigned
Scope of Responsibilities:
As a key member of the Meetings team, crucial responsibilities include:
- Serve as a lead planner for approximately 5 NACS events annually, which may include international events and range from small intimate dinners to large-scale tradeshows. These currently include Leadership Forum, International Convenience Summits (1-2), government relations fly-ins, committee and board meetings in addition to support for the annual NACS Show.
- Manage venue selection to include destination/venue research, site selection and contract negotiations for assigned events.
- Coordinate all meeting logistics for assigned events, including timelines, hotel and travel arrangements, registration, customer service, event confirmations, creative event design, graphic designs, AV requirements, transportation, staffing plans, badge/tent card production, shipping (domestic and international), etc.
- Manage the full registration process for assigned NACS meetings. This includes managing and/or supporting registration build, reporting, invoicing, inventory management, VIP registrations, badging, etc.
- Lead cross functional project teams to ensure seamless execution of each assigned meeting or event.
- Work independently and collaboratively across functions based on project needs.
- Develop and manage budgets for assigned meetings and events with ability to meet or exceed budget for each assigned meeting or conference
- Manage equipment orders, supply orders, graphic and print orders and shipping procedures for meetings
- Manage multiple vendors per event to include facilities and venues, general contractor, stage production company and destination management company.
- Manage multiple concurrent projects and deliver in a timely and organized manner.
- Manage post-event activities, including invoice reconciliation, final budget reports and post-event data reporting and survey distribution.
- NACS Show: primary responsibilities may include Executive Committee/VIP transportation, Supplier Board Dinner and Hunter Club Lounge staffing. Other responsibilities as needed.
- Apply creative thinking to event experience design, including décor, entertainment, attendee amenities, logistical flow, room setups, incorporating emerging industry trends and expanding on attendee networking opportunities.
- Maintain an in-depth understanding of food and beverage and intimate knowledge working with BEOs.
- Provides pre-event and onsite support at other NACS meetings as needed
- Perform additional job-related responsibilities, as assigned, demonstrating flexibility and expertise.
Requirements:
- Minimum of 5+ years of meeting planning experience. Hospitality and event management background a plus. Association experience preferred.
- Bachelor's degree preferred
- Excellent interpersonal and cross-function collaboration skills
- Strong verbal and written communication skills
- Ability to drive projects from inception through completion with minimal oversight
- Understanding of budgeting and accounting processes
- Strong organizational and time management skills, with the ability to work efficiently in a fast-paced environment
- Excellent computer skills including MS Excel, Word, PowerPoint and Outlook (familiarity with Cvent Social Tables, Map Your Show, and HubSpot are a plus)
- Ability to adapt to changing priorities and provide excellent service under pressure
- General understanding of an expo is a plus
- Certified Meeting Professional (CMP) and/or Project Management Professional (PMP) certifications are a plus
Other Pertinent Information- Comprehensive Benefits Package
- Salary commensurate with experience
- Approximately 10% travel
- In-Office Position w/ Work From Anywhere (WFA) Days
- Metro Accessible - 2 blocks from King Street metro
Salary Range: $85,000 to $100,000 annually. Actual compensation will be based on several factors, including but not limited to relevant experience, education, skills, and other qualifications.
