Under the general supervision of the vice president of member services, this position develops, directs and executes duties to support the ATSSA meetings and convention initiatives to include the annual Convention and Expo, How-To conferences, Midyear Meeting, board meetings, Fly-In and other meetings as required; sets 3-5 year strategic goals; assumes responsibility for projects and special assignments; supervises department staff to ensure proper use of resources and execution of projects; prepares department budget; serves as a member of the Leadership Team and serves as a culture leader within the association.
Develops, directs and executes the strategic and operational plans for all meetings and conventions activities.
Supervises department staff; ensures open positive communication and execution of projects and programs.
Develops, directs and executes the annual Convention and Expo, conducts site inspection and leads site selection, prepares and negotiates contracts with exhibit halls and local convention bureaus for future meeting needs and housing requirements; serves as liaison with headquarters hotel and convention center regarding dates, room commitments, meal functions, meeting rooms, VIP arrangements, and exhibit hall functions. Works with outside vendors to secure ancillary services and serves as primary association contact with all providers; directs onsite activities of vendors. Oversees and confirms shipping of materials to show site. Leads team to plan opening general session program and works with training director to plan convention workshop program. Develops schedule of events, convention calendar, sign lists, and onsite staff assignments, confirms staff housing and travel. Handles VIP arrangement in the areas of housing, registration, arrival schedules, amenities, and special requirements. Conducts pre-convention meetings with convention staff as necessary. Approves copy and design of convention publicity materials and programs, including the convention and exhibit guide.
Oversees expo sales and ensures revenue targets are being met; serves as a resource for staff in assigning booth space. Prepares initial exhibitor prospectus (floor plan, space contract, priority points, etc.), and other direct mail programs (Exhibitor Services Kit, Convention Guide, exhibitor newsletters), ensures the maintenance of exhibitor history. Oversees and ensures on-site exhibit hall activities are successfully executed.
Oversees planning and execution of biennial Intertraffic show for ATSSA staff attending including logistics, Embassy communications and requirements, marketing and exhibitor prospectus and follow-up.
Collaborates with Marcom department to ensure successful marketing and communications of meetings related activities.
Attends and staffs ATSSA events; attends industry events on behalf of ATSSA when appropriate.
Develops departmental budget(s); presents to the Budget Committee; supervises adherence to approved allocated funds; manages departmental budget to achieve targeted revenue and bottom line; develops and implements appropriate methodologies to provide prompt and accurate forecasts regarding departmental budget.
Develops and recommends implementation of meetings and exposition planning trends through ongoing professional development.
Serves as a member of the Leadership Team and acts as a culture leader within the association.
Other duties as assigned.
Education & Experience – A bachelor’s degree and at minimum seven years of association meetings and convention experience, three years at the director or similar level, however substantial industry experience may be considered; proven experience growing meetings and expos within a trade association; proven experience managing and negotiating contracts successfully; experience managing and engaging a team to meet deadlines and cultivate a positive culture; experience successfully managing a budget and meeting revenue targets.
Skills and Knowledge – Well organized; detail-oriented; strong project management skills; able work across organizations to cultivate involvement and engagement; able to adapt to changing priorities under pressure; computer literate with a strong focus on MS Office and office 365; proven contract negotiation, meeting planning experience and sales experience; experience working in a membership-data driven database; strong supervisory and management skills; strong oral, written, and interpersonal skills; the ability to analyze data to impact change; strong presentation and networking skills.
Preferred Skills & Other
Preferred Skills - Industry experience preferred.
Licenses – Valid motor vehicle operator’s license and the willingness/ability to use personal vehicle during the course of employment.
About American Traffic Safety Service Association
The American Traffic Safety Services Association, an international trade association, is located in Fredericksburg, Va. Since 1969, ATSSA has represented companies and individuals in the traffic control and roadway safety industry. Over 1,600 ATSSA members provide the majority of features, services and devices used to make our nation's roadways safer. These include pavement markings, road signs, work zone traffic control devices, guardrail, and other roadside safety features.