POSITION DESCRIPTION AND QUALIFICATIONS
Reports to: Sr. Vice President Academic Affairs
Employment Status: Full-time, Exempt
A Director in the AACP organization is responsible for working with Vice Presidents and Sr. Directors for planning and executing operations that support the strategic plan. Directors are responsible for creating positive team environments as well as efficiency and quality measures within their group. Directors are responsible for ensuring that staff is provided support and guidance in the daily workings of the organization. The individual updates their job knowledge by participating in educational opportunities, maintaining personal networks and participating in professional organizations. A Director enhances team performance by accepting ownership for accomplishing new and different requests and by exploring opportunities to add value to job accomplishments
Position Description Summary:
The Director of Meetings is a highly visible role which demands extensive customer service skills, a high level of professionalism and abilities to oversee or handle all planning and administrative details of meetings and events. The ideal candidate must thrive in a challenging and fast paced atmosphere where prioritizing and multi-tasking are the norm. Exceptional attention to detail and first class organizational skills are mandatory. This dynamic position will report to the Sr. Vice President for Academic Affairs and work in a team environment to produce events, meetings and additional projects as required. This position has direct oversight for the Meetings Manager and Meeting Coordinator.
Convention and Meeting Oversight and Planning
- The Director of Meetings serves as the creative event organizer and has oversight and responsibility for facilitation of all aspects of meeting planning from site selection, vendor negotiation, event registration, marketing, onsite staffing and post-event reporting.
- Work on multiple national meetings, large-scale conferences and events simultaneously. AACP has 1 large national education meeting each summer, 1 Interim meeting in the February timeframe and multiple other educational and leadership meetings and programs throughout the year. Program Directors for each of these events work closely with the meetings team as content is developed to ensure success across all areas of the user experience.
- Directs workers in preparing banquet and convention rooms and erecting displays and exhibits.
- Oversee meeting preparation, supplies ordering and packing/shipping of event materials.
- Staff events and manage onsite event registration; includes travel to regional and national meetings.
- Assists with updating registration s, meeting registration database set-up, exhibitor database management, mobile application vendor ion and design, and processes for meeting attendance tracking.
- Works with outside vendors to develop relationships, create value proposition of the meeting for members, establish logistical requirements including technology support, and other areas needed for a successful conference or event. (For example the audio visual, technology, catering, photography, furniture, etc.)
- Works with Communications team members who are responsible for creating and sending event marketing communications via email, web, print, and event and sponsor signage for meetings and all other additional areas required.
- Work with Education program team members who are responsible for sending and tracking correspondence with speakers and sponsors/exhibitors.
- Work with Education program or other team members, or governance coordinators to orchestrate travel, lodging and expenses for participants traveling to meetings.
- Work with Finance and other team members to establish and manage budgets and collection of registration, sponsorship income and exhibit fees.
- Work with information technology/committee to ensure appropriate software and hardware are provided to the meetings team and for meetings use onsite.
- Develop and maintain solid relationships with exhibitors.
- Data entry and daily administrative functions.
- Work with the accounting department in generating invoices and receipts as requested; track expenses for event budget reconciliation.
- Create and analyze online evaluations and prepare post-event reports.
- Other duties as assigned
Position Relationship to AACP Strategic Plan
- Strategic Priority 5: Sustaining Member Services/Programs
- AACP will consistently provide excellent member programs and services to support individual and institutional member success.
- Strategic Priority 6: Financial Sustainability
- AACP will consistently maintain strong financial performance and internal controls.
- Strategic Priority 7: People (All)
- AACP is considered a priority organization for affiliation and leadership development by volunteers and staff
- BA/BS degree required; advanced degree desirable
- Certified Meeting Planner (CMP) required. Certified Association Executive (CAE) preferred.
- 7+ years professional meeting experience at the ector level with multiple years of supervisory experience for more than 1 employee (nonprofit or association experience preferred)
- Must be able to travel 30-40% of the time.
- Must be able to lift 15 lbs. and stand for extended lengths of time and walk long distances.
- Up to date on current trends in the meetings industry
- Innovative and resourceful; actively seeks opportunities to improve meetings and events
- Experienced at negotiating and building partnerships with vendors
- Exceptional client service skills and enjoys working with the public
- Strong time management skills and ability to manage concurrent tasks efficiently
- Superior attention to detail; first class organizational skills
- High energy, positive, professional attitude, pride in work product
- Basic web design experience and/or knowledge of
- Excellent written and verbal communication skills
- Great team member: willing to roll up your sleeves and pitch in to help your colleagues when needed
Interested applicants can also apply online: https://aacp.bamboohr.com/jobs/view.php?id=17.