Details
Posted: 19-Jul-22
Location: Washington, D.C.
Type: Full Time
Categories:
Meetings/Expositions/Events
We are seeking a Director, Meetings & Event Design who is a servant-leader and diplomatic change-maker to oversee all logistical and experiential components of our signature programs, current/future and in-person/virtual. In this role, you will have the opportunity to pioneer the Society’s signature programs to remain relevant, compatible, and successful amidst evolving post-pandemic “norms” and oversee the logistics management and functional support (coordination, planning, and production) of Endocrine Society governance meetings. Our ideal candidate is keen and proficient in working cross-functionally to deliver top-flight signature events with precision and high-functioning/performing behind-the-scenes operations. What’s more, this charismatic, outward-facing leader is an exceptional communicator and collaborator who prioritizes the member and staff experiences, pre-, during-, and post-conference.
What you’ll bring to the job:
- Bachelor's Degree with at least 7-10 years of experience in meetings management, including citywide conventions (convention center based meetings – scientific and/or medical meetings with 5,000+ attendees) at a supervisory level.
- Excellent interpersonal and consensus building skills required to work collaboratively and to lead a diverse group of stakeholders (staff, committee members, collaborators, etc.) through decision making.
- Highly skilled in fostering a team culture by showing concern for each team member, recognizing their contributions and thoroughly enjoys energizing and motivating others toward a goal.
- Proficiency in Microsoft Office, specifically in Outlook, Word, PowerPoint and advanced Excel.
- Superior oral/written communication and excellent math skills, including experience with accounting protocols and procedures. Excellent organizational skills with ability to handle multiple projects simultaneously and work independently to follow-up on assignments as necessary.
- Excellent customer service skills.
- Working knowledge of ACCME guidelines.
Our Values:
We believe in and empower our staff. We know that with our investment in their growth, they have an even greater potential to contribute to our organization. Our core values embody the character and culture of our staff – they guide our decision making, interactions and how we serve our members. As an organization, we are committed to: demonstrating responsible stewardship, treating one another with trust and mutual respect, supporting work life balance, sustaining an inclusive environment, and fostering an environment that encompasses communication, service, collaboration, results & innovation.
What you’ll own:
- Directs and supervises all logistics operations/functions for the Society’s marquee conferences and Board/Committee meetings, including data-driven meeting site selection, food & beverage requirements, shuttle transportation, housing and registration services, special events, AV, general contractor/decorating, temporary staff, telephones, electricity, signage, room set-ups and on-site operations.
- Beyond proficiency with meetings logistics/operations, the incumbent has a penchant and demonstrated ability/talent with the application of experiential design to ensure conference attendees have contemporary, enjoyable experiences that drive high net-promoter scores.
- Directs and oversees budget preparation for department to ensure accuracy and timely submission. Leads, prepares, and monitors budget for signature events and governance meetings to deliver high-quality experiences whilst balancing financial stewardship. What’s more, the Director reviews coding and approves all invoices for appropriateness and accuracy.
- Oversees and supervises all meeting space usage including function space assignment and maintenance of business calendar and/or meeting schedule in collaboration with Director, Education and other relevant stakeholders.
- Leads the management of—and fosters strong relations with—vendor-partners responsible for key function areas such as: exhibits and sponsorship sales, registration and housing, general contracting and decorating services, AV, F&B, security and temporary personnel. Ensures vendor-partners are fully integrated into the planning process and conversant with the Society’s strategic direction and tactical goals. Responsible for competitive bid processes, negotiation and execution of all contracts for the meeting facilities and vendor-partners.
- Oversees development of all meeting specifications and delivery of meeting requirements to staff, vendor-partners and convention/hotel personnel. Directs and develops production schedules for live and/or asynchronous programs. The Director recognizes the prismatic nature and nuances associated with large-scale meetings and takes that into account to ensure all activities (core program and halo/ancillary) are fully resourced and orchestrated in a cohesive, logical, intuitive pattern.
- Collaborates with affiliate groups/sibling societies and oversees space assignments, registration/housing, and other logistic requirements as needed, whilst ensuring these partners and their respective programs align with the Society’s strategic goals and follow outlined business practices and operations.
- In addition to designing a phenomenal attendee/exhibitor experience, the Director also prioritizes and fosters an outstanding, inclusive, and well-defined staff experience, from beginning to end. This includes but is not limited to: facilitating departmental and enterprise-wide knowledge exchanges and listening tours; hosting robust, advance trainings (various formats); updating the onsite manual/playbook; and providing staff with clear role assignments and schedules.
- Researches and recommends selection of future sites for education meetings and programs, supported with data-driven analysis to maximize the number of attendees. The Director must also be apprised of local legislation and/or policies to ensure future locations are safe and welcoming of our attendees, and symmetrical with our mission.
- The Director works closely with the Education Department, as well as Marketing, Communications, Member Services, Finance, and the People
Department to ensure internal and external calibration across several functional areas with key stakeholders and decision makers. For example, the incumbent will work closely to ensure the accurate and timely display/socialization of meeting information during the lead up to each signature program. - Oversees and manages the Society’s third-party travel agency, as well as manages/contemporizes the travel policy (in collaboration with CEO/CFO), to ensure staff and member leaders can efficiently and cost-effectively travel where/when necessary to conduct business on behalf of the Society.
- Skilled in knowledge management/sharing, leveraging the gig-economy, and business continuity practices, especially considering continuing impacts of the “Great Resignation.”
- Serves as secondary staff liaison to AMSC and CEU + EBR Committees.
- Positions may be reassigned, and responsibilities may be modified or changed at any time to fulfill organizational requirements.
What you’ll do well:
- Demonstrate ability to plan and organize the work of a group, department or project and to establish effective priorities. Effectively use time. Demonstrate ability to “think outside the box” for solutions or ways to accomplish the job in a more effective way. Handle projects responsibly (including expense management). Prioritize as needed and meet deadlines. Communicate challenges/barriers to supervisor. Collaborate and share progress with others to get the project completed. Demonstrate effective delivery of completed project.
- As a contributor, ensure the effective, efficient, and sustainable use of program/project resources and assets by identifying wasteful practices and opportunities for optimizing resource use.
- Look at situations from multiple perspectives. Do or create something new. Create solutions to problems using novel methods and processes. As a contributor, develop a new product, service, method, or approach. Sponsor the development of new products, services, methods, or procedures. Propose new approaches, methods, or techniques. Develop better, faster, or less expensive ways to do things. Work cooperatively with others to produce innovative solutions.
- Anticipate the implications and consequences of situations and take appropriate action to be prepared for possible contingencies. Notice trends and develop plans to prepare for opportunities or problems. Anticipate how individuals and groups will react to situations and information and plan accordingly.
- Ensure that one's own and other's work, information, and reports are complete and accurate. Carefully prepare for meetings and presentations. Follow up with others to ensure that agreements and commitments have been fulfilled. Develop and use systems to organize and keep track of information or progress. Set up and monitor procedures to ensure high quality of work.
- Work with and coach staff to develop their capabilities. Provide helpful, timely feedback and provide new opportunities that will help develop staff’s abilities. Identify knowledges, skills, and abilities necessary to fulfill current or future job/role responsibilities effectively.
What you’ll get out of it:
- Working with a staff that has passion for our mission, believes in one another and has fun.
- The chance to work in an environment that empowers staff to take informed risks and create new programs and services.
- A chance to make a contribution in a fun job with room to make it your own.
- A strong and competitive salary and benefits package that focuses on your well-being and financial health.
Proof of Vaccination & Work Location:
The Endocrine Society values the safety of our employees, our members, and our visitors. In support of these values, if you are selected for this job you must be fully vaccinated against COVID-19, except when vaccination is not medically advised or violates your sincerely held religious beliefs. If you are invited to join our team, you must submit proof that you are fully vaccinated against COVID-19 to an HR partner or you must request an exemption before your actual start date. New employees must either provide proof of vaccination or be granted a medical or religious exemption before working with the Endocrine Society.
This position is located in Washington, DC and walking distance to Metro and major bus lines. The Endocrine Society offers a flexible, hybrid work environment. Effective May 2nd, 2022, employees are expected to work from the office at least 2 days per week to foster our collaborative culture and support cross-functional interaction.
Endocrine Society offers a convenient downtown DC location within walking distance of Farragut North/Farragut West and Foggy Bottom Metro stations. Qualified candidates interested in a purposeful work environment, competitive salaries and excellent benefits, including a generous TIAA- CREF retirement plan with 10% employer contribution, submit resume and cover letter with salary requirements.
EOE/AA/M/F/Vet./Disab.
