Job Description

Position Overview:

The Director of Meetings and Events serves as our client association’s lead planner and internal consultant on all major events and in-person events. The role is responsible for end-to-end ideation, development, logistics and operations for their portfolio of in-person member engagement events and others as needed.  

The D irector leads a small, dedicated team which serves as internal consultants for Association staff on all meetings, ensuring that members have uniform experience when interacting with the Association. Reporting to the Executive V ice P resident , Industry Engagement, this person works closely with team members & other internal department leaders (legal, sponsorship, finance, marketing, etc.) to deliver an elevated experience for members, while meeting I ndustry E ngagement ’s membership and financial goals.  

Key areas of responsibility:

Organizational Meeting Consultant  

• Serve as a strategic advisor to the Senior team and Association on choosing event locations, implementing successful events and planning for potential new events.  
  

• Translate member objectives into event design and execution strategies.  
  

• Establishes and maintains a consistent , high-caliber experience across all association  events , ensuring seamless inte rac tions for members.   
  

• Directly manages an event/meetings team and manages event teams when in event cycle.  
  

Venue Selection, Contract Negotiation and Budget Management  

• Lead cross functional event team (membership, marketing, sponsorships, content/programming, logistics and event vendors such as production, DMC, event support and the venue) from kickoff to creative development, planning logistics, registration, programming, managing internal executive stakeholders to onsite execution and post-event feedback analysis.  
  

• Research, source, and secure venues for the association' s portfolio of in-person member engagement events (up to 300 attendees). Develop, track and analyze RFP responses for internal review; make recommendations and assist leadership team in final selection .  
  

• Draft and manage budgets for all events and meetings with an eye towards the member experience. Consistently track projected expenses to ensure budget expectations are met and net revenue is maximized.  
  

• Review and negotiate event contracts (venues, vendors, consultants).  
  

Event Management and Execution  

• Coordinate meeting logistics with hotel and vendor contacts, including food and beverage, meeting room sets, audio/visual and information technology needs, and other event needs.  
  

• Create, track and manage multiple event timelines and coordinate actions to meet deadlines with internal and external stakeholders.  
  

• Create and manage event registration and fulfill housing contract minimums.  
  

• Partner with the revenue development team to ensure seamless event sponsorship fulfillment.  
  

• Develop event staffing plans.  
  

• Schedule, plan and attend venue site visits.  
  

• Lead onsite logistics and serve as liaison with the venue and the production team. Address any unanticipated challenges with composure, and with minimal or no disruption to the attendee experience.  
  

• Reconcile and process event invoices, address any billing discrepancies with venue.  
  

• Review and analyze post-event survey to determine recommendations for future events.  
  

Requirements

Experience & Education:  

• Bachelor’s degree required, preferably in Business Administration or Nonprofit Management, or related field.  

• 7-10 years of related employment in event planning and management, including the execution of large-scale events (e.g., conferences, summits, forums).  

• Certified Meeting Professional (CMP) certification or similar meeting planning certifications preferred, or candidates should be working toward one.  

• Membership in PCMA or similar industry association is a plus.  

• Demonstrated experience managing direct reports and cross-functional teams.  

• Familiarity with the consumer-packaged goods industry is a plus but not required.  

• Proven ability to engage confidently with senior leaders and board members  

• Exposure to corporations as customers and stakeholders preferred.  

• Experience working with a membership-based association or nonprofit, focusing on member engagement and event planning preferred.   

Skills:  

• Strong collaborator with demonstrated record of inspiring “followership” amongst multiple stakeholders.  

• Strong service mindset with a passion for finding new and creative ways to deliver value to members.  

• Strong leadership skills and track record of both developing high-performing teams and successfully integrating cross-functional teams.  

• Excellent customer relations skills including – persuasion, negotiation, and conflict management.  

• Flexible in the face of change and comfortable with ambiguity.  

• Strong project management skills – including ability to engage and manage senior-level leader’s participation.  

• Quick study, able to learn on the fly the many complexities and nuances of our industry and member priorities.  

• Continuous learner - receptive to feedback and direction, and in search of constant self-improvement.  

• Advanced proficiency in Office 365 Outlook, Word, Excel, and PowerPoint .  

• Familiarity with event management software and CRM systems is preferred.  

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.  

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