Director, Meeting Operations and Engagement
Company: Tennessee Society of Association Executives
Location: Denver
Posted on: February 1, 2025
Job Description:
SAE helps associations, and the professionals who lead, manage,
and work in them, transform society through the power of
collaboration. We are looking for someone to join our team as the
Director/Senior Director, Meeting Operations & Engagement.
Candidates must be able to work in a diverse, inclusive, and
collaborative environment where colleagues are engaged, respect and
support each other, hold themselves accountable, and celebrate
their work.Summary/ObjectiveThis position reports directly to the
Chief Strategy Officer to develop scope of work, engagement, event
brand and strategic direction for various programs and conferences
as well as department operations, processes and procedures. This
position works with cross-functional staff at all levels including
senior staff and executive leadership; prospective and contracted
vendors; and industry partners at all levels. In addition, they are
responsible for the planning and executing logistics and related
meeting operations functions for ASAEs signature programs and
conferences including but not limited to: ASAE Annual Meeting &
Exposition, Business of Meetings, and additional programs as
needed.Essential FunctionsReasonable accommodations may be made to
enable individuals with disabilities to perform the essential
functions.
- Develop vendor/supplier relationships, issue RFPs and negotiate
contracts to support the conferences, such as F&B, A/V,
computers, etc., and housing when applicable.
- Plan, successfully execute, and oversee logistics for the ASAE
Annual Meeting & Exposition, along with corresponding site
visits.
- Works cross departmentally to incorporate their requirements
into the logistical placement flow and operations of the
meeting.
- Manages the logistics for the Business of Meetings program
series.
- Oversees budget management for the department. Establish and
maintain budget tracking reports, prepare project reports, and
ensure financials are closed out monthly for the department program
budgets.
- Work with IT, vendors and supervisor to research and implement
new technologies to support conference operations, enhance the
member experience and streamline internal communication and
workflow.
- Identifies gaps and opportunities in attendee experience at our
signature programs and conferences. Works with the department to
improve upon these standards and discovers ways to enhance the
customer journey.
- Work with staff team members, vendors and supervisor to
research and implement innovation for conferences to enhance and
deliver successful member experiences.
- Works with Collaborate Manager in Volunteer Relations to
develop and maintain a process for publishing and maintaining
volunteer opportunities for upcoming programs.
- Identifies and assesses the training needs of the department.
Develop individualized and group training that addresses specific
operational needs. Works with the team on establishing training
manuals to support these trainings and processes.
- Oversees the creation of Standard Operating Procedures that
best support the department. Works on maintaining and updating
these as necessary.
- Works with the D&I team and senior staff to update,
maintain and manage the accessibility guidelines document to ensure
staff and speakers are providing an equal experience for all of our
members and guests.
- Oversees and maintains files for yearly contracts with various
partners to ensure they align with our goals and budget. (ex. AV,
GSC, Production, registration platform, virtual meeting platforms,
etc.)
- Manage and file for music licensing for respective programs to
ensure the association is covered from a liability standpoint.
- Works to create and maintain project lists for each role in the
department to ensure staff are maintaining continuity in our
work.
- Serves as the staff liaison for the M&E Council, planning
and executing three meetings per year in addition to the volunteer
application and selection process.Essential Skills
- Strong logistics, project and vendor management required,
contract negotiations, and technical and organizational skills are
essential.
- Signage management and execution experience.
- Housing and Transportation management experience.
- Ability to develop and manipulate various types of floor
plans.
- Research costs for various vendors and activities and present
findings in an organized document.
- Superior oral and written skills are required.
- Ability to manage multiple tasks/project work.
- Ability to prioritize projects.
- Ability to deliver quality work on determined deadlines.
- A detailed working knowledge of how the association,
hospitality and travel industries operate.
- Ability to learn and manage experience mapping software.
- Ability to utilize mobile technology to implement on-site
logistics management and to train others on the meetings logistics
team.
- Advanced Computer skills are essential including proficiency in
MS Word, Excel, Outlook, PowerPoint and association database
management software and be flexible to learn new technology as
needed.
- Knowledge of Aptify, ASAEs membership database and eshow, ASAEs
registration management system, beneficial.
- Knowledge of virtual meeting platforms.
- Ability to learn and manage meeting specifications in meeting
management database as well as general contractor HCC system to
manage meeting graphic submissions and approvals.Required
Experience
- Strong logistics, project and vendor management required;
contract negotiations and technical and organizational skills are
essential.
- The ability to oversee multiple simultaneous projects and to
meet deadlines in a fast-paced environment.
- Ability to manage a team with staff of varying levels and
experience.
- Ability to build rapport and develop professional relationships
over the phone, email and in written confirmation.
- Effective listening, communication (verbal and written) and
customer service skills a must.
- Solid organizational skills and analytical ability with special
attention to detail, follow-up, and accuracy.
- Ability to work on a team or independently.
- Knowledge and experience related to profit and non-profit
sectors desirable.
- Ability to work productively and collaboratively with a wide
range of personalities including displaying good judgment when
making time sensitive decisions.
- Desire and ability to grow within the organization and take on
new responsibilities and challenges.
- Ability to approach challenges in a solutions-oriented
manner.
- Works well under pressure and maintains professional
relationships with colleagues.Preferred Education and Experience
- Bachelors degree or 12-15 years of meetings and event work
experience.
- Bachelors degree in Event Management (or similar) and/or 10+
years work experience.
- Industry designation preferred CMP, CSEP and/or DES.Financial
Requirements
- Oversees budget management for the department. Establish and
maintain budget tracking reports, prepare project reports, and
ensure financials are closed out monthly for the department program
budgets.
- Make recommendations to Chief Strategy Officer on new
opportunities for sponsorship and ways to reduce spending.
- Track project costs through the year to ensure adherence to
specific budgets.
- Reconcile all budgets at the end of the program to ensure
reprojections match actuals.Other Requirements
- Be able to adopt, communicate, and encourage a team-based
approach to projects, as well as work independently.
- Establish and adhere to deadlines and be flexible as project
work can frequently change.
- Be a strong communicator and be able to give and follow
instructions with minimal guidance.
- Provide appropriate and creative problem resolution.
- Work well under pressure.
- Display good judgment when making complex decisions.
- Build and maintain strong industry relationships with current
and prospective business partners.
- Superior oral and written skills are required.
- Ability to manage multiple tasks/project work.
- Ability to prioritize projects.
- Ability to deliver quality work on determined deadlines.
- Provide logistics support to all signature programs and
conferences.
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Keywords: Tennessee Society of Association Executives, Denver , Director, Meeting Operations and Engagement, Executive , Denver, Colorado
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