POSITION ANNOUNCEMENT (6/26/24)
Manager, Meetings
Professional association located in Bethesda, MD is seeking a Manager of Meetings. The National Association of School Psychologists (NASP) represents 24,000 members, has a staff of 30, and an annual budget of $9 million. NASP is a 501(c)(6) membership organization that represents school psychology and supports the work of school psychologists to enhance the learning and mental health of all children and youth.
Job Purpose
The Manager of Meetings provides support to the NASP Meetings and Conventions Department. The manager also supports virtual professional development events. The position reports to and works under the general supervision of the Director of Meetings and Conventions. This is an exempt level position.
KEY RESPONSIBILITIES:
Meeting and Convention Management
· Coordinate the selection process of meeting sites for various professional meetings, including the RFP process, contract review, etc.
· Plan, execute, and supervise all pre-event and on-site logistics for designated meetings, including oversight and coordination of registration and housing management systems, shipping, catering, presenter confirmations, travel arrangements for some key presenters, arranging onsite security services, etc.
· Develop and implement marketing strategies to expand and increase revenue from annual conventions and expositions and other designated meetings.
· Prepare copy for and oversee production of all publications and promotional materials for designated meetings.
· Coordinate and further develop NASP convention sponsorship program. Act as direct liaison with sponsoring organizations during the contracting and payment processes.
· Assist in scheduling annual convention education sessions.
· Coordinate shipping process for staff management freight to/from annual convention.
· Coordinate session recording logistics, including notification of selected presenters, securing release forms, collection of handouts, on-site logistics, etc.
· Select and order food and beverages for select annual convention activities and events.
· Recommend updates/revisions to Meetings and Conventions Department policies and procedures.
· Design, maintain, and follow a master timetable of projects and activities for designated meetings.
· Develop and monitor budgets for designated meetings.
· Provide financial reporting and forecasting as requested by the department Director.
· Review, verify, and code invoices from designated meetings for approval by the Director.
Virtual Learning Activity Management
· Manage virtual professional development events, including the Online Learning Center, Advanced Skills Institute, Leadership Institute, and other online offerings.
· Assist in planning and implementing webinars and other live online events.
· Correspond with presenters regarding proposal submission, presentation invitation, collection of presenter documents, and preparation of presenter honoraria.
· Coordinate tech call and webinar delivery and recording.
· Schedule and manage volunteer leaders and staff support for individual live sessions.
· Set up live and on demand sessions in the Online Learning Center platform.
· Provide customer support to presenters and Online Learning Center users.
Leader, Volunteer, and Staff Support
- Provide meeting management services for designated committee meetings.
- Negotiate contracts with local hotels for committee meetings for approval by Director.
- Serve as liaison for booking committee meetings, submitting rooming lists provided by staff liaisons, submitting catering and set-up specifications as needed, etc.
- Participate in annual meetings of the NASP Convention Committee.
- Serve as contact and resource to NASP leaders and volunteers who request meeting management information, guidance, and assistance.
Miscellaneous
- Answer Meetings and Conventions Department calls; provide back up to other departments for phone calls.
- Perform other duties as assigned.
- Minimal travel is required.
Essential Skills and Experience:
Outstanding oral and written communication skills, excellent organizational skills, and the ability to multi-task multiple demands.
Skill working with technology, including content management systems (e.g., Ingeniux), learning management systems, databases (iMIS or other AMS) and Microsoft 365 programs (Word, Excel, and PowerPoint).
Flexible, creative, friendly, detail-oriented, and able to work in a fast-paced team environment. Self-starter who meets deadlines.
Ability to work independently while also demonstrating strong collaborative skills.
Strong customer service skills, including the ability to work with volunteer leaders, members, and vendor partners.
The ideal candidate will have a Bachelor’s degree and a minimum of three years of successful experience in meeting planning or hotel convention services. Individuals holding the Certified Meeting Professional (CMP) designation (or a willingness to pursue this certification) preferred. Association or non-profit experience preferred.
KEY INTERNAL RELATIONSHOPS: Director of Meetings and Conventions, Director of Professional Development, Director of Production, Director of Membership and Marketing, Manager of Conventions, Manager of Leadership Support
KEY EXTERNAL RELATIONSHIPS: Members, volunteer leaders, vendors.
Application Procedure
Please send a cover letter, resume, and salary requirements (required) via email to HR@naspweb.org Interviews (phone and in person) will commence as soon as possible. The association offers competitive compensation and a generous benefits package. Following an initial 90-day onboarding period, a hybrid work schedule is possible. NASP is located near the Bethesda Metro Station. No calls, please.
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
Schedule:
Work Location: In person