Career Center

Reports To:                  Assigned Director, Meetings

Team:                           Meetings & Business Partnerships

Job Summary:

A full-time exempt position where the incumbent manages and plans a portfolio of meetings, conferences and events.  Responsible for all logistics, registration, VIP and speaker management. 

Duties:

• Manages, plans, coordinates and executes all logistics for assigned conferences, meetings and events.

• Responsible for all meeting logistics; including site selection (as necessary), hotel negotiation and contracting, food & beverage selection, audio/visual, attendee and exhibitor registration set-up, award management, venue coordination, speaker logistics, on-site management, post-conference financial reporting, post-show reports, formatting and posting of proceedings, and other logistics actions required to produce a successful event.

• Sell and manage table top exhibit booths for assigned smaller meetings and conferences.

• Coordinates and collaborates with the exhibits team to ensure open communication.

• Develop sponsorship opportunities, in coordination with the Director, Exhibits & Sponsorships.

• Responsible for sponsorship sales and fulfillment, for smaller meetings and conferences.

• Responsible for event website development, management and maintenance.

• Pre-event responsibilities for assigned events include producing attendance data, name badges, rosters, and financial reports; and coordinating follows-up with vendors, hotels, speakers, exhibitors, Committees, Divisions and client POCs on logistics.

• Coordinates develops, produces, and distributes event marketing materials to include, call-for-papers, meeting brochures/agendas. Works with Marketing to produce postcards, conference proceedings, ‘house ad’ materials for placement in National DEFENSE magazine and additional publications and other similar media as requested.
• Performs financial duties which include development of detailed budgets for assigned meetings, monitoring budget execution, participating in monthly budget reviews as required, processing refunds, and performing other administrative financial post-conference actions.
• Other duties to include additional general support and coordinating functions as required by the assigned Director, demonstrating and promoting teamwork and cooperation within and across teams, and across NDIA and its affiliates and further demonstrating respect and professional courtesy to other NDIA staff members.
  
  

Candidates must display NDIA’s Core Values

• Accountability
• Collaboration
• Customer Focus
• Ethics
• Professionalism
• Teamwork

Internal Relationships: 

Reports to assigned Director, Meetings.  Maintains close and frequent contact with the Meetings & Business Partnership Teams, Marketing and Program Development, as well as, other NDIA teams. 

External Relationships:

Has extensive contact with NDIA partners, including; hotels, speakers, exhibitors, members, Divisions, Committees, and other agencies providing services for assigned meetings.

Job Requirements:

• 5 years’ experience as a meeting planner
• CMP preferred
• Travel as required
• Excellent customer service
• Experience in NetForum, Sitecore and Adobe InDesign preferred