The Senior Manager of Conferences & Events is IEDC’s top meeting planner and plays a leading role in executing our three annual gatherings as well as other meetings and events throughout the year. Holding primary responsibility for site selection, contracting, budgeting, vendor interactions, audio/visual setups, scheduling, and overall logistical execution and project management of IEDC’s events, the Senior Manager of Conferences & Events will also work closely with various key internal contributors, including programming, marketing, accounting and sponsorship. In addition, the Senior Manager of Conferences & Events will work closely with multiple local host committees, who are key external contributors that provide programming insights, special event and tour recommendations, and local sponsorship funding. While the Senior Manager of Conferences & Events is not directly responsible for leading programming, marketing, or sponsorship, they will play a vital role in the success of those areas and will collaborate closely with each.
This position will manage a junior meetings position, ensuring the quality of that team member’s work, while also providing training and mentorship. The Senior Manager of Conferences & Events reports to the Vice President, Policy, Programs & Communications.
This position is eligible to be located outside commuting distance of IEDC’s Washington, DC, office, and applicants from throughout the United States are encouraged to apply. IEDC seeks to model the diversity of the communities we serve, and as such, we strongly urge applications from all interested people without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression.
Areas of Responsibility Responsibilities include, but are not limited to the following:
Planning and Budgeting
Negotiate event specific contractual agreements including housing, conference center, transportation, audio visual, catering, on-site staff providers, security, equipment, decorators, and any other location specific agreements as required.
Develop short- and long-term plans and budgets for IEDC conferences.
Develop, implement and monitor systems and procedures necessary to the smooth operation of conferences, such as timelines and schedules.
Contribute to regular internal and external meetings related to IEDC events.
Providing specifications to all meeting service providers, including hotels, special event venues, AV companies and local transportation firms.
Coordinating efforts among multiple departments to achieve budgetary objectives and complete tasks on schedule.
Scheduling monthly local Host Committee calls; creating and distributing related agendas and timelines.
Reconcile and process payments working with the accounting department to pay final invoices and receive approvals in a timely manner.
Coordinating with team leads, ensure appropriate staffing is planned for conferences and manage staff travel arrangements.
Maintain a climate that attracts, retains and motivates top quality teammates, both paid and volunteer.
Provide clear direction and instruction to peers and junior team members.
Act with intentionality in promoting the success of direct reports and colleagues throughout the organization.
Proactively develop a plan for continued education and professional development for the meetings team.
Complete managerial and administrative tasks while following defined procedures and adhering to timelines and deadlines.
Required Knowledge, Skills, and Abilities
Minimum of 5 years’ experience in event planning.
Bachelor’s degree preferred; additional 5 years’ experience acceptable in lieu of education requirement.
In-depth understanding of best practices in event negotiations and contracting.
Ability to create, manage, and adhere to complex budgets.
Ability to develop and maintain complex schedules.
Experience working with event vendors and volunteer groups.
Computer literacy in word processing, spreadsheets, and databases.
Commitment to working with shared leadership and in cross-functional teams.
Excellent oral and written communications skills.
Ability to manage multiple projects at a time.
Occasional out-of-town, overnight travel is required.
If not located within commuting distance of our Washington, DC, office, must be located within the United States, have reliable access to dedicated high-quality internet service, and willing to accommodate an Eastern U.S. schedule of operations. Occasional travel to the IEDC office may be required.
Desired Knowledge, Skills, and Abilities
Certified Meeting Professional (CMP) designation preferred, but willingness to explore continued professional development is a must.
Experience hiring, training, developing, supervising, and appraising staff.
Experience with Airtable, Whova, and iMIS a plus, but willingness to learn is a must.
While performing the duties of this job, the employee is continually required to sit; use hands to handle, or feel objects, tools or controls; talk or hear. Rarely required to stand or walk for long hours.
Occasionally required to stand, walk and stoop, and reach with hands and arms. Rarely required to kneel, crouch or crawl, climb or balance. Must be able to lift and/or carry up to 20 pounds.
Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
IEDC is committed to the full inclusion of all qualified individuals. As part of this commitment, IEDC will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact firstname.lastname@example.org.