Director of Meetings for International Association of Assessing Officers
JOB SUMMARY:
This is an exempt position that reports directly to the Executive Director. This position is administrative and managerial in nature directing activities of the Meeting Department in accordance with established constitution, bylaws and procedural rules. Responsible for developing and managing the department procedures and policies to provide logistical management and support services as required for all Association meetings and event s. Coordinates physical set up for education sessions, plenary events and other special educational opportunities. Develops, plans and manages department procedures and policies to provide logistical management and support services for all Association meetings and events. Serves as the Staff Liaison for the Associate Members and Local Host committee(s) by keeping chairperson and members aware of issues, obstacles, and successes in program implementation.
ESSENTIAL FUNCTIONS:
Administrative
- Prepares and completes reports.
- Develops short-term and long-term goals for department and/or organization.
- Consults and advises the Executive Director on matters relating to department.
- Develops and oversees department budget including income and expenses in cooperation with others.
- Purchases necessary equipment and supplies for the department.
- Researches the type of equipment or services to purchase or programs to support, and contracts to undertake; prepares request for proposals and bid specifications; determines cost alternatives with pros and cons and provides recommendations to Executive Director; prepares or reviews plans and specifications for supplies, services, and contracts.
- Defines and monitors performance, productivity, and compliance of subordinates with departmental missions, goals, objectives, policies, and procedures to ensure all work meets the required expectations.
- Conducts research and collects information on operation and administrative problems and issues; develops improved procedures, methods, and systems of operation and monitors implementation thereof.
- Provides advice to department directors, the Executive Director, and employees regarding policy interpretations.
- Works with policy-making committee(s) to assure department is meeting organizational goals and objectives.
Meeting Services
- Assists in the management of corporate identity and the execution of marketing plans to achieve association objectives; works across departments to develop associated brand strategy and marketing communication documents.
- Counsels and advises other staff as needed in meeting and event development and planning, such as site selection, budgeting, space configurations, logistical setups, established association protocol and contractual obligations and risks for potential damages.
- Manages the airline contract process with Gant Travel to ensure the Association is receiving the best possible rates and services.
- Working collaboratively with the Marketing Manager and other staff, oversees the marketing of the city, facility, and educational program for all Association meeti Develops the content for all promotional material for all Association meetings.
- Oversees the Annual Conference Exhibit process including the research, marketing and solicitation of exhibitors, development of all exhibitor policies and procedures, production of the exhibit prospectus, tracking of exhibitors, and accounting for all revenue.
- Directs and evaluates each meeting and develops strategies to improve all Association meetings.
- Directs, plans and manages site selection and facility booking inquiry process for meetings and special events. Includes interpretation of requirements, analysis of meeting or event histories to justify and support the request for proposal details, preparation of detailed specifications for booking inquiry, and documentation and contract development requirements to submit to potential facilities or suppliers. Analyzes responses and makes final selection. Assures that the site and/or services selected provide the optimum setting at the most reasonable costs and within budgeted limits.
- Directs and manages the negotiations, production and implementation of contracts for hotel, convention center, special event site, transportation services, catering, audiovisual, entertainers, airline, DMC's, staging, and sound and lighting production companies and other related supplier contracts. Ensures that the Association is protected in all areas of the contract.
- Analyzes and monitors trends that affect contract negotiations and implements them into the Associations contract negotiations and preparation. Monitors all room block usage to ensure that contracts reflect current sleeping room usage so that attrition fees are avoided.
- Direct s, manages and develops procedures for the overall planning and coordination process to prepare documentation and instructions to meeting and event facilities and related suppliers, and ensures compliance with contract terms. Ensures that all negotiated prices and special concessions are honored and that all meeting expenses are within budget.
- Oversees all registration processes for the Association's meetings including the processing of meeting registrations, sponsorships and exhibitors, reconciling all meeting payments, creating reports and evaluating meeting registration trends. Ensures that accurate information is put in the system and that integrity is maintained.
- Provides on-site management of facility and supplier arrangements as needed to ensure that the facility carries out instructions including setups, housing, food and beverage events, special billing instructions, etc.
- Initiates and prepares Annual Conference Staff Tasks and Assignments list, as well as the staff schedule. Updates, distributes to staff and changes items as
- Schedules and prepares agenda for Annual Conference staff meetings.
- Develops and maintains strong organizational ties with national and regional hotel sales offices and other suppliers.
- Manages the overall process of event logistics for the GIS/CAMA Technologies Conference. Proofs registration brochure and final program as needed. Works with the Marketing Manager to update information on the Conference
- Coordinates web content on all meetings pages on IAAO website.
- Arranges the availability of audio-visual equipment, transportation, displays, and other event needs.
- Works with the Local Host Committee to ensure they receive volunteer descriptions, have the appropriate number of volunteers at the meeting, and act as a liaison onsite. Prepares volunteer orientation information.
SECONDARY FUNCTIONS: Performs other related duties as required.
SUPERVISORY FUNCTIONS: Is responsible for the overall direction, coordination, and evaluation of a department or function. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include supervising direct reports through coaching, interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
KNOWLEDGE AND PROFICIENCY:
- Knowledge of Microsoft Suite to include Word, Excel, PowerPoint, Publisher and Adobe; proficiency in using software specific to association management.
- Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
- Knowledge of principles and processes for providing customer service. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
- Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
- Knowledge of the structure and content of the English language including the meaning and spelling of word s, rules of composition, and grammar.
- Knowledge of media production, communication, and dissemination techniques and methods.
SKILLS:
- Skill in communicating effectively in writing and/orally with diverse groups.
- Skill in preparing memos, reports, and trend analysis to a diverse group.
ABILITY:
- Ability to plan, prioritize, and/organize large events with attention to detail.
- Ability to read and interpret contracts.
- Ability to work independently and collaboratively with staff and volunteers.
- Ability to establish and maintain a positive rapport with a wide variety of stakeholders including staff, members, committees and others to promote the association in a positive light.
- Ability to work additional hours and to travel overnight.
- Ability to meet deadlines.
- Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents.
- Ability to respond to common inquiries or complaints from customers, outside organizations, committees, or the business community.
- Ability to write speeches and articles for publication that conform to prescribed style and format.
- Ability to effectively present information to top management, committees, outside organizations, managers, and/or boards of directors.
- Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.
- Ability to apply concepts of basic algebra and geometry.
- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
- Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
COMPETENCIES:
To perform the job successfully, an individual should demonstrate the following competencies:
- Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
- Analytical - Synthesizes complex or diverse information; collects and researches data; uses intuition and experience to complement data; designs work flows and procedures.
- Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.
- Interpersonal Skills - Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others' ideas and tries new things.
- Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.
- Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem-solving situations; uses reason even when dealing with emotional topics.
- Project Management - Develops project plans; coordinates projects; communicates changes and progress; completes projects on time and budget; manages project team activities.
- Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
- Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone 's efforts to succeed.
- Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.
- Leadership - Exhibits confidence in self and others; inspires and motivates others to perform well; effectively influences actions and opinions of others; accepts feedback from others; gives appropriate recognition to others.
- Managing People - Includes staff in planning, decision-making, facilitating and process improvement; takes responsibility for subordinates' activities; makes self-available to staff; provides regular performance feedback; develops subordinates' skills and encourages growth; solicits and applies customer feedback (internal and external); fosters quality focus in others; improves processes, products and services; continually works to improve supervisory skills.
CERTIFICATIONS, LICENSES, REGISTRATIONS:
- Valid Driver's license.
REQUIRED EDUCATION and/or EXPERIENCE:
Bachelor's degree and one-year experience; or four to five years related experience and/or training; or equivalent combination of education and experience. Degree in marketing, business, event planning, journalism, English or public relations, association and or non-profit management or closely related field.
PREFERRED EDUCATION and/or EXPERIENCE:
M aster 1 s degree; or five to ten years related experience and/or training; or equivalent combination of education and experience. Degree in marketing, business, event planning, journalist, English or public relations, association and or non-profit management or closely related field.
PHYSICAL CONDITIONS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, color, and ability to focus with up close items, and distance vision.
WORKING CONDITIONS:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate, it may be noisy from time to time, this position works near mechanical parts or equipment.