The NASPA Meetings Manager provides logistical planning and meetings management for the Association, including (but not limited to) managing the site selection process, logistics, and pre- and post-meeting materials, as well as editing information for dissemination to attendees and providing additional support as needed for a variety of workshops, institutes, and conferences with attendance ranging from 20 - 1,600 attendees. This position provides data management support for hotel pick-ups both pre- and post-events. The Meetings Manager will also work closely with the Senior Director of Meeting and Events on logistical planning of NASPA’s city-wide conference which has between 6,500 - 8,000 attendees. This position is also responsible for database management and program assignments for the NASPA Annual Conference which currently accepts over 800 educational sessions.
Essential to this role are the abilities to interact with staff (at all levels) in a fast-paced environment, to remain proactive, to be resourceful and efficient, and to maintain a high level of professionalism. The position requires superior organizational skills and the ability to manage multiple priorities. High-quality written and verbal communication skills, strong decision-making ability, and attention to detail are equally important.
Senior Director of Meetings and Events
Responsibilities of the Position
- Responsible for pre- and post-logistics and some on-site logistics for NASPA workshops and institutes
- Serve as liaison with meeting venues for program logistics, food and beverage functions, audio visual services, vendor services, housing reports, and all other related functions.
- Work closely with Professional Development Team to ensure accurate budgeting for meetings/events.
- Review and reconcile all meetings/conference billing upon completion of event(s).
- Work closely with third-party company to coordinate sourcing, site selection, and room block management for approximately 15-20 meetings and events per year.
- Work closely with Annual Conference Planning to create content, edit, and review the NASPA Annual Conference program book.
- Develop and update Annual Conference website regarding programmatic and event information.
- Manage the Annual Conference meeting database which houses educational programs, meetings, and speaker data.
- Plan and execute all in-office meetings/events, including committee meetings, staff development meetings, and receptions with partner organizations.
- Manage staff, speaker, vendor, and committee housing for Annual Conference.
- Manage the ICW process for the NASPA Annual Conference which includes 200+ events and receptions from institutions, corporations, and partner organizations
- Other duties as assigned
or Bachelor’s Degree preferred, High School Diploma/GED required;
- Minimum 2-4-years of experience with proven ability in meeting or hotel conference services within a professional setting required, experience in a non-profit or association environment preferred;
- Experience negotiating and building relationships with vendors;
- Demonstrated writing, communication, project management skills;
- Strong organizational skills, with the ability to establish priorities, manage multiple demands and projects, and meet deadlines;
- Proficiency in standard office technologies and membership database systems is a must; and
- Ability to take initiative, use sound judgment, and work effectively and cooperatively with all levels of staff and constituents.
Office Location/Working Conditions/Physical Requirements
- This position is located in the NASPA Washington, D.C. Office with the option for occasional work from a remote location.
- This position is primarily office-based with primary work on a computer, including phone, email, and video conferencing.
- This position will be required to pack program materials for shipment, including moving potentially heavy boxes.
- Moderate overnight travel to NASPA workshops is expected during which the position may be expected to complete set-up and stand for longer periods of time than usual, traveling by air and ground transportation. The NASPA Annual Conference will require 10 consecutive days of traveling.
is the leading association for the advancement, health, and sustainability of
the student affairs profession. We serve a full range of professionals who
provide programs, experiences, and services that cultivate student learning and
success in concert with the mission of our colleges and universities. Established
in 1918 and founded in 1919, NASPA comprises more than 16,000 members in all 50
states, 29 countries, and 8 U.S. Territories.
Through high-quality professional development, strong policy advocacy, and substantive research to inform practice, NASPA meets the diverse needs and invests in realizing the potential of all its members under the guiding principles of integrity, innovation, inclusion, and inquiry.
NASPA members serve a variety of functions and roles, including the vice president and dean for student life, as well as professionals working within housing and residence life, student unions, student activities, counseling, career development, orientation, enrollment management, racial and ethnic minority support services, and retention and assessment.
NASPA is an equal opportunity employer. NASPA does not discriminate on the basis of race, color, national origin, religion, sex, age, gender identity, gender expression, affectional or sexual orientation, or disability in any of its policies, programs, and services.
Submit your cover letter and resume to:
Stephanie Gordon, VP of Professional Development, firstname.lastname@example.org