JOB SUMMARY: Under the supervision of the Senior Director, Events, the Director, Meetings and Events is responsible for the planning, management and implementation of SOA meetings and exhibits. The purpose of this position revolves around successful contract negotiation and the day to day management of the direct reports of the logistics team.
Conduct site search, evaluation, hotel selection; negotiate and sign contracts in accordance with SOA policy for spring and annual meetings, symposia, seminars, BOD and other meetings as directed. Conduct site visits as necessary.
Ensure all contracts are processed and monitored in accordance with SOA contracting policy, reporting any variances. Negotiates as many as 40 contracts with total value over $5 Million dollars annually.
Develop budgets with the Sr. Director, Events for Professional Development, analyze previous year’s expenditures, project anticipated revenues and expenses; control expenditures as per budget parameters, approve invoices and track expenses.
Plan and organize meeting logistics for Health Meeting, Annual meetings, Leadership Orientation Meeting, March Board of Directors Meeting and other meetings as assigned, including space assignment, catering, audio visual needs, room set-ups, monitor room blocks, provide guarantees and reconcile final invoices; pack and ship supplies; conduct pre-meeting site visits; maintain contact with respective hotel department representatives; respond proactively to potential situations.
Manage or supervise meeting logistics for other SOA major meetings, seminars, Board of Directors Meetings and other high profile events to include catering, audio visual, room set-ups, room blocks, contact with hotel and respective department representatives; submit guarantees and reconcile final invoices.
Establish and implement processes and participate in team meetings as it relates to the delivery of events.
Monitor registrations and contract performance for all meetings alerting appropriate staff of any potential capacity issues or exposure. Implement best practices to mitigate any potential loss or liability.
Maintain positive working relationships with staff, hotels, outside suppliers and content partners to achieve successful outcomes. Effectively handle conflicts and challenges.
Provide direct supervision and oversee critical tasks of the Meeting Planner, Sr. Meeting & Exhibit Planner, Registration Specialist, and Meeting and Registration Coordinator.
Ensure Registration Specialist and Meeting and Registration Coordinator are provided with complete and accurate information in a timely manner to allow implementation of on-line registration for all events.
Ensure implementation of member experience as defined by Sr. Director, Events by providing necessary direction, support and oversight for all SOA events.
Travel to SOA major and Annual meetings as required, manage on-site responsibilities including verifying room set-ups, audio visual needs, monitor catering arrangements and troubleshooting; manage on-site personnel; devise and implement staffing schedules and responsibilities; establish guidelines for task-specific duties.
Actively participate in staff and program committee meetings and planning sessions.
SUPERVISORY RESPONSIBILITES AND COORDINATION required to perform the functions of this job.
This position directly supervises the Sr. Meeting & Exhibit Planner, Meeting Planner, Registration Administrator and Meeting & Registration Coordinator
EDUCATION AND EXPERIENCE REQUIRED (an equivalent amount of training, education and experience will considered)
Bachelor’s Degree in Hospitality Management, Communications, Business or a related field required. Certified Meeting Professional (CMP) designation required.
Five years’ experience as a senior level meeting professional.
A minimum of 2-3 years Supervisory experience with demonstrated ability to develop a cohesive team and utilize the diverse abilities of staff.
KNOWLEDGE, SKILLS AND ABILITIES including competencies that may be representative but not all inclusive of those commonly associated with this position.
Ability to effectively communicate ideas and concepts
Knowledge of policies that apply to this position
Knowledge of hospitality market trends used in negotiating contracts
Strong experience with hotel contract negotiations
Ability to make objective decisions using sound judgment
Ability to develop a cohesive team and utilize the diverse abilities of staff
Ability to develop and maintain positive business relationships with various vendors
Ability to adapt quickly to a constantly changing environment.
Ability to work under pressure, follow through on assignments and balance competing priorities.
Commitment to sound business ethics and high level of integrity and transparency
WORK ENVIRONMENT (environmental and atmospheric conditions commonly associated with the performance of the functions of this job. Examples listed below.
Frequent overnight travel (15-20% annually)
PHYSICAL ABILITIES that are commonly associated with the performance of the functions of this job, with or without reasonable accommodation. Examples listed below.
Capable of stooping, bending, stretching and lifting
Capable of working 12 hours or more a day while on-site for meetings
Requires regular lifting of objects weighing up to 25 pounds
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job related instructions and to perform other job related duties as requested, subject to all applicable state and federal laws. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.
It is the policy of the SOA to provide equal opportunity in employment to all employees and applicants for employment without regard to race, color, national origin, ancestry, religion, pregnancy status, age, gender, sexual orientation, gender identity, domestic partner status, physical or mental disability (including persons infected with HIV or persons with AIDS), military status, genetic information, or any other status protected by applicable federal, state and local law.
About Society of Actuaries
Join our growing professional membership and credentialing association and put your talents to work. We have over 30,000 members in the actuarial profession throughout the world who work in the areas of consulting, insurance, finance, healthcare and business. Our staff of 150 strives to provide the highest level of service to our members in everything we do from education, to credentialing exams to research and communication. We are located in Schaumburg, across from The Streets of Woodfield, conveniently adjacent to I-90, 355 and 290. Our office is accessible on public transportation from Chicago, via the blue line and Pace Bus. Our benefits include BCBS Health Insurance, Dental, Vision, a generous retirement contribution, work-out facility in the building, health club reimbursement, opportunities for professional development including tuition reimbursement and internal and external training opportunities.
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