07 October 2021
Assistant Director, Conferences

Assistant Director, Conferences
Job purpose

The Assistant Director provides meetings and event planning, coordination, budgeting, and execution management for multiple Conferences and Events organized by the company.  The position requires delivery of exceptional customer service, extensive resourcefulness and enthusiasm with the ability to build relationships with internal staff and external customers/members. This role must deliver budgetary results and can meet deadlines with little supervision.

Duties and responsibilities/essential function:
  • Manage the planning and execution of multiple domestic and international conferences and events, including budget creation and management
  • Collaborate with the Marketing team to create messaging, collateral and marketing plans associated with each event
  • Develop and lead the project management for each event, ensuring that each action has an owner and deadlines are met
  • Manage relationships with vendors
  • Manage relationships with Member Committees
  • Negotiate hotel and facility contracts for assigned events
  • Be the main point of contact for all events planning and logistics, both internally and externally for assigned events
  • Lead the event team on the ground and ensure that events run smoothly, and challenges are faced with a solution driven approach
  • Collaborate with Marketing team to create post conference reports and attendee surveys
  • Create “lessons learned” recap notes after each event
  • Assist with invoice processing and budget maintenance
    • Coordinating paperwork
    • Assist with arranging freight for delivery and pick up to and from show site
    • Be on site for assigned event set up and breakdown and serve as the main point of contact
  • Research prospective future conferences and events, present ideas/create vetting form to present to Conference Committee
Reports to
Director of Conferences and Events
  • 4-year degree or 5 years association experience 
  • 5 years’ experience providing logistic support and management of conferences/events
  • Strength in collaborating with internal stakeholders and external members and member committees
  • Willingness and ability to take accountability and with a positive attitude
  • Strategic thinker with an ability to drive revenue goals
  • Proven track record of ‘thinking outside the box’
  • Excellent organizational skills
  • Proven record of attention to detail
  • Excellent customer service skills
  • Ability to handle high stress working environments during event
  • Ability to operate in a fast-paced and deadline-driven environment
  • Hands on, solutions-oriented attitude
  • Ability and willingness to travel
  • Team player
  • Multi-tasker with ability to juggle multiple projects
  • Resourceful and self-motivated with strong networking and relationship building skills
  • Analytical with a strategic approach to problem-solving
  • Deals with confidential information and/or issues using discretion and judgment.
Preferred Qualifications include:
  • Hotel contract negotiation experience
  • Experience in creating and executing exhibit/sponsorship packages
Working conditions
  • Must be able to travel up to 20%. 
  • Must be able to utilize office equipment such as desktop/notebook computers, copiers, printers, scanners, telephones, and calculators. 
  • The noise level in the work environment is usually moderate. 

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