Verto Solutions seeks a meetings professional to manage a 2-person meetings team at an established association management company. This team is responsible for planning events for at least 5 client associations.
The types of events under the responsibility of this department include association conventions, workshops, and executive board meetings. This position typically works under very limited supervision and direction. There is regular client contact and travel is required.
Assess client association needs and expectations, recommend venues and production elements, and develop budgets for future events.
Make key recommendations and decisions related to meeting design, content and treatment, including planning and development of speakers.
Coordinate with Communications & Marketing team to develop communications strategies for future events.
Support association committee activities aimed at designing future events.
Provide overall event strategy and choreography of meetings and events.
Oversee daily operations of event specific planning teams.
Manage on-site vendors and temporary staff.
Drive budget development, tracking and reconciliation of all meeting expenses.
Negotiate vendor contracts for multi-day meetings; includes hotel, food & beverage, and transporation
Prepare executive reports on group activities, such as meetings statistics and metrics.
Anticipate, develop and implement contingency plans for meeting activities.
The Meetings Director reports directly to company management and provides internal client service to the executive directors of Verto Solutions’ managed associations.
JOB SKILLS AND REQUIREMENTS
Communication: Listening to the leaders of client associations and presenting ideas and solutions to their requirements as well as assisting in the marketing of the events requires excellent two-way communication skills. Extreme customer service and interpersonal skills are required.
Calm under Pressure: Many things can go wrong during an association event. Meeting coordinators must have a proven ability to remain calm during a crisis.
Computer Skills: Modern meeting planners rely on computers to communicate, plan, budget and organize their events.
Negotiation Skills: Meetings director must negotiate with venues and vendors.
Bachelor’s degree in a related field
6+ years of related experience in the meetings field
3+ years of supervisory experience
Verbal and written communications skills including active listening and questioning skills as well as demonstrated ability to draft copy to describe future events.
Time management skills
Contract negotiation skills and knowledge of hotel contract standards and practices
Relationship management skills
Problem solving skills
Computer literacy and knowledge of meetings-related software
Ability to develop standardized operating procedures and give clear directions
Ability to work well under pressure
Ability to work flexible hours
Knowledge of event marketing strategies
Knowledge of meeting industry standards and best practices, and
Organizational awareness and knowledge of corporate standards and procedures.
We are a growing association and scientific services firm located in downtown Washington D.C. We have 28 employees, excellent benefits and are located near two Metro stations (Farragut North and West).