Director of Events & Operations

$45,000 - $65,000 yearly
  • Senior Dining Association
  • Charlotte, NC, USA
  • Nov 11, 2019
Full time Other

Job Description

As Director of Events & Operations, you must be creative and enjoy working within an environment that is fast-moving and results driven. 

Who You Are:

  • ORGANIZED - Strong organizational skills to perform and prioritize multiple tasks and attention to detail
  • RELATIONAL - Very strong interpersonal skills and the ability to build relationships
  • COMMUNICATOR - Excellent level written and verbal communication skills
  • RESOURCEFUL - Highly resourceful team-player, with the ability to also be extremely effective independently
  • EFFICIENT - Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment

What You’ll Do:

SDA EVENTS

Manage registration process including system design/setup, registration tracking, run lists and other reports, respond to information inquiries, data entry, refunds and cancellations, badge production and stuffing, confirmation letters and invoices, and on-site registration management (staffing, setup, etc.). Assist with meeting logistics including speaker confirmations, meeting specifications, supplies, event signage, shipments, and other items as needed. Coordinate sponsor fulfillment and relationship management (invoicing, benefits and recognition). Assist with project management including promotion and marketing. This is a diverse role that includes a mix of administrative tasks, project coordination and creative work.

Essential Job Duties

  • Serves as the lead meeting planner on all assigned conferences/meetings each year, and act as primary liaison with hotels and other vendors to handle the full scope of meeting planning, coordination and logistical responsibilities.
  • Review site selection options and future contracts from events management perspective and make recommendations to leadership
  • Responsible for providing strategy and vision for future of events as well as cost savings plans to leadership/management within the organization
  • Oversee and develop Requests for Proposal (RFP) to include preferences of conference stakeholders as well as any historical outcomes of previous or similar events. Compile, assess, and prioritize the facility and vendor recommendations resulting from the RFP.
  • Creates annual budgets for national convention, regional conferences and event management
  • Design all F&B menus with hotel chef and work with sponsorship to ensure all donated product is incorporated into meal functions as contracted.
  • Work closely with sales and fulfilment departments to ensure positive vendor & sponsor relationships and experiences
  • Analyze member surveys annually and implement positive growth and changes to the events based on member feedback.
  • Track & pay bills relative to each account/meeting/event
  • Oversees all logistical aspects of meeting/event
  • Negotiate contracts with outside vendors to include, but not limited to DMC’s audio visual, entertainment and other vendors
  • Hires, develops and supervises event project manager
  • Monitor contractual agreements throughout the conferences and convention and assure that they are fulfilled
  • Implement the conference schedules
  • Ensure appropriate space requirements for all social, educational and competition functions are allocated and sufficient
  • Work in conjunction with Corporate and Professional Development Department and Sales team on presentation topics, speaker selection, potential Education tracks and certification hours and all follow-up with presenters.
  • Conduct all pre and on-site meeting planning functions with the hotel, audio-visual persons/firms, and/or entertainment, including negotiations, menu determination, room assignments, amenities, and other special arrangements
  • Overview of all social functions including all brunches, lunches, award banquets and specialty dinners
  • Overview of all hospitality suites
  • Coordinates with sales department to develop sales opportunities
  • Works with marketing director and communications department on conception of design and timeline and production of materials and manuals

Other DUTIES

  • Direct and manage the association’s meetings and events, from planning to implementation with a strategic vendor, including supporting the association’s planning committees in developing an engaging experience.
  • Manage staff implementation of speaker communications, including conference invitations, travel arrangements for Government officials, and approval of expense reimbursements.
  • Prepare meeting specifications and RFP as needed with vendor for site selection, and hotel contract negotiations in coordination with SDA’s partner/vendor.
  • Oversee all conference logistics through vendor, including preparatory logistics such as speaker management, session assignments, food and beverage, rooming list, etc. and onsite logistics such as management and supervision of hotel staff, AV vendor, temporary registration staff, volunteers and Exhibits.
  • Secure conference partners and supporting organizations by leading and/or assisting in the preparation of online educational/conference grant applications.
  • Understand and implement financial metrics as they relate to member acquisition, lifetime value, renewal, retention, the cost of membership benefits, cost-per-attendee, and conference revenue and expenses.
  • Oversee governance for SDA by taking minutes during Committee and Board meetings.
  • Contribute to the overall success of SDA by performing all other essential duties and responsibilities as assigned
  • Assist in coordinating the agenda for staff meetings
  • Maintain calendars, emails and various communications as directed by the CEO
  • Preparation of correspondence, presentations, and spreadsheets as well as keeping up with an array of internal documentation
  • Prepare and submit expense reports for the management team
  • Support with marketing materials, social media and other creative development needs
  • Maintain records and files, understanding some of which may be confidential and sensitive in nature
  • Provide daily assistance as needed to help with office organizational tasks
  • Assist with travel arrangements, lodging, and meal planning as needed
  • ANY OTHER DUTIES AS ASSIGNED

Requirements:

  • Associates degree or 6+ years equivalent experience
  • 5+ years in a fast-paced environment
  • High degree of accuracy and proficiency in data entry

Preferred Qualifications:

  • Proficient in MS Office; advanced skills in Excel
  • Experience working in an enterprise software environment
  • Project management experience a plus
  • Excellent interpersonal and customer service skills with the ability to communicate verbally and in writing with all levels of associates and external parties including customers and vendors.
  • Strong detail and quality orientation.
  • Exceptional written and verbal communication skills; excellent telephone etiquette
  • Strong planning & organizing skills, impeccable follow-up and exceptional attention to detail
  • Must have ability to plan and prioritize workload to meet day to day needs
  • Must demonstrate a sense of urgency and the ability to work in a fast-paced environment
  • Strong working knowledge of the rules of effective English usage, including subject/verb agreement, tenses, and basic grammar
  • Ability to maintain confidentiality and exercise discretion about confidential and sensitive information
  • Ability to read and comprehend basic instructions, short correspondence, and memos
  • Strong organization, analytical and follow up skills
  • Ability to work on multiple projects concurrently and capable of working with little direct supervision