[JOB OPPORTUNITY] Director of Corporate Events ▬ Aerospace Industries Association The Director of Corporate Events position at Aerospace Industries Association reports to the Vice President of Membership & Business Development. The ideal candidate must demonstrate the ability to multi-task; be responsive to the needs of the membership, providing all the members with outstanding customer service; be exceptionally organized and have the ability to prioritize, with the flexibility to shift work and priorities, as needed. Good communication skills are a must, as well as strong leadership skills. Must be a pro-active and creative thinker; a problem solver with the ability to “think on your feet.” Responsibilities include, but are not limited to, the following items: Management and Finance •Must have the ability and skill to manage multiple events simultaneously with attendees numbering from 16 to 1,600. •Manage meeting/event planning for bi-annual Board of Governors & Membership Meetings, three Supplier Management Council Meetings a year, four Executive Committee Meetings, and one international air show each year.•Develop and monitor budgets to ensure revenue and expenses are kept within established boundaries. Review financial information for accuracy, such as invoices for services and materials; the hotel invoice, subcontractor invoices, etc. and assist in the preparation of the actual costs and revenue to be reported to the CFO. •Ensure walk-ins and payments received at events onsite are recorded and processed in Cvent. •Manage and mentor event staff. •Manage the Cvent corporate account, assuring that the number of registrations do not exceed the yearly contracted amount. •Review and approve budgets for all other corporate meetings managed by other departments before final approval by CFO. •Manage corporate calendar for use of conference rooms for meetings. Event Management and Administration •Develop and monitor timelines and deadlines related to all aspects of events, ensuring the information is communicated to all attendees and membership. •Work with senior staff to develop a program for events including speakers, topics, and timing and communicate with speakers regarding their commitment to the event and their needs related to attending the event (i.e. A/V, travel, reimbursement, handouts, bios, etc.) •Manage the registration process through Cvent, including onsite registrations, to assure accurate registration data, name badges, fee collection, attendee lists, counts for specific events and meals, etc. •Manage and evaluate all events, ensuring continual improvement and quality customer service. Utilize an online survey tool, such as Survey Monkey, to evaluate meetings and events; gather and disseminate the results received. •Attend the event and provide onsite support, supervising event staff as needed. •Provide follow up to the events such as thank you letters to speakers and sponsors, as needed. •Ensure read-ahead materials are sent to attendees, as needed. •Manage all special activities held in conjunction with events including golf outings, spouse events, etc. •Manage packing and shipping of materials needed for events and ensure their prompt arrival to the meeting venue, as well as ensuring all materials arrive back to the office after events. Event Logistics •Assist in the evaluation and selection of hotels/venues for events, as far in advance as possible. •Research potential event sites using a hotel vendor. Perform site visits to all confirmed hotels/venues for events several weeks prior to the event date to ensue the smooth running of the event. •Work with hotel vendor to negotiate an acceptable contract with the selected property, for review and approval by the CFO, protecting the financial interests of the Association. •Negotiate contracts and evaluate options with a variety of vendors for events and arrange for all related services with vendors, such as decorators, audio visual needs, buses, signage, entertainment, etc. •Manage hotel room reservations for all the members of the Executive Committee for Spring and Fall Board of Governors Meeting. •Manage food and beverage, as outlined on BEOs, to confirm that all meals and room setups are correct. •Create a good working relationship with the hotel conference manager at event to make sure your direction for all aspects of the meeting are followed. •Manage and track speakers’ requirements, i.e. transportation, hotel rooms, food allergies, AV, presentations, etc. •Manage hotel rooms at Williamsburg Inn for Spring Board of Governors Meeting. Required Qualifications and Experience • Minimum 5+ years experience with direct work in conference planning or special events • Contract negotiations with hotels and vendors • Proficiency in Microsoft Word and Excel; knowledge of Cvent a plus • Demonstrated excellence with verbal and written communication skills • Bachelor’s degree or CMP preferred • Ability to travel • Availability to work evenings and weekends For questions about employment or if you are interested in applying for any position within AIA, please send a resume and cover letter to [email protected].
Posted on: Mon, 05 May 2014 19:33:15 +0000
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