The Manager, Meetings and Events will be responsible for logistics, sponsorship fulfillment and registration for NAMA’s annual events (The NAMA Show and Coffee, Tea & Water Event), NAMA Board and Executive Committee meetings, and state and regional meetings. This is a multifaceted role that requires both effective event management and excellent project management skills.
Duties and Responsibilities
Support site selection, logistics, rooming lists, contract review, onsite management, refund process and bill reconciliation.
Manage NAMA Show and Coffee, Tea, & Water registration. Includes testing, ongoing monitoring, weekly calls, registration lists, weekly statistics and member assistance.
Manage event logistics specifically communicating specs for meeting room assignments for all meetings/sessions.
Manage NAMA Fly-In which includes setup, registration, site selection process, hotel contracts, rooming lists, staffing assignments, sponsorship fulfillment, signage creation, busing contracts, special event/tour, organization and member assistance.
Special Program Management (WIN/ELN) which includes assisting with research of event, registration/setup, and onsite management for live events.
Sponsorship Fulfillment which includes participating in sales calls and creating contracts for sponsorship agreements, identifying all fulfillment requirements for committed sponsors, managing the contact of all sponsors to request items/information, overseeing the collection of all physical and artwork materials from sponsors, and managing the on-site execution of sponsorship fulfillment.
Vendor management which includes cultivating, facilitating and maintaining relationships between the Association and vendors/partners.
Plan annual state council meetings for the assigned regions, including meeting logistics, processing registrations, event planning, agenda creation, and developing meeting materials. Create program books for annual meetings and education sessions.
Create and build relationships with operators and other members/non-members in assigned regions to ensure successful state and regional events.
Highly collaborative style. Sincere commitment to working with staff, members, volunteers, and vendors.
Excellent written communication skills are essential.
Ability to think strategically; proactively identify issues and generate recommendations.
Excellent organizational skills and attention to detail; ability to handle multiple tasks simultaneously and balance competing priorities.
Bachelor’s degree required.
Minimum 5 years events experience.
Experience in vendor management a plus.
High proficiency in MS Office software.
Hybrid work environment (in-office and remote)
Travel up to 25% is required.
Working Conditions/Physical Requirements of the Job
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use hands and fingers, handle and/or feel objects, handle tools and/or controls, and talk and/or hear. The employee is frequently required to stand, walk, sit, and reach with hands and arms.
The employee is required to engage in extensive walking at multiple trade shows throughout the year. In addition, long periods of standing are required.
The above is not intended to be an all-inclusive list of the duties and responsibilities for this job, nor is it intended to be an exhaustive list of the skills and abilities required to do the job. Rather, it is intended to describe the general nature of the job. Employees may, from time to time and on an as-needed basis, be required to perform duties outside of the responsibilities listed here.
Founded in 1936, NAMA is the association representing the $35 billion US convenience services industry. With more than 1000-member companies — including many of the world’s most recognized brands — NAMA provides advocacy, education, research and business development forums for its membership. If you are an energetic and upbeat person and enjoy collaboration and working with high performers, we want you on our team! NAMA -great values, excellent benefits, wonderful members and amazing employees!