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Director, Membership Events and Protocol
2 months ago
The Military Officers Association of America (MOAA) is the nation’s largest and most influential military association with a membership of current, former, and retired military officers and their families. MOAA is dedicated to preserving the earned benefits of all members of the uniformed services and their families and survivors, and to maintaining a strong national defense.
Responsible for comprehensive management of member support events and protocol. This includes planning and executing a wide range of events and supporting major initiatives such as TotalForce+. Supports the Board of Directors and MOAA headquarters as the corporate events manager in planning and executing a wide range of events for internal and external organizations and groups. Events include luncheons, meetings, off-sites, and Board of Director meetings, as well as small- and large-scale conferences, symposia, career networking events, ad hoc events, charity fund raising events and award ceremonies locally and across the country. Duties include implementing the special events program for MOAA, managing an annual special events budget exceeding $1.5 million, and developing the organizational structure of protocol for dealing with US Government officials, corporate partners, and private enterprises.
- Planning, coordinating and executing a wide range of events for internal and external organizations and groups.
- Identifying potential special event co-sponsors and conveying event principles and policies to corporate executives and other stakeholders.
- Comprehensive understanding of military and business protocol, customs and courtesies, flag and dining etiquette.
- Arranging logistics and courtesies for visitors and guests of the executive office.
- Research markets nationwide to identify event sites for up to three regularly scheduled annual board of director meetings, an annual networking and hiring event, annual legislative advocacy and Congressional appreciation events, one major exposition with a national audience, two volunteer leader training events, and the annual meeting of the membership. Each of these events is typically three to four days in duration with additional ad hoc components.
- Preparing requests for proposals for vendor services and securing and booking a suitable location and venue for various meetings and events.
- Reviewing event contracts to ensure favorable conditions for MOAA and coordinating with the MOAA General Counsel and cognizant VP’s prior to signing.
- Producing detailed proposals and agendas for events (e.g. timelines, venues, suppliers, legal obligations, staffing, catering plans, and budgets).
- Coordinating venue management (room layouts) and caterers and organizing facilities for parking, traffic control, security, first aid, hospitality, disabilities, and the media.
- Securing and managing the comprehensive handling and movement of event speakers and VIPs.
- Coordinating MOAA staff requirements and staff briefings in support of special events.
- Arranging transportation, accommodations, luncheons and dinners, and special programs for board of directors, spouses, MOAA staff, and advisory committees.
- Acting as the on-scene operations manager throughout the course of the schedule of events to ensure the program runs smoothly.
- Planning and executing other ad hoc events and programs as determined by the President and Board of Directors and in support of the MOAA Staff.
- Overseeing efficient clearing of the venue.
- Conducting post-event follow up and ROI assessments.
- Establishing written procedures for pre-, present-, and post-event management.
- Serve as the back-up staff liaison and advisor to the Surviving Spouse Advisory Committee (SSAC).
- Providing planning and logistical support for MOAA’s TotalForce+, coordinating closely with cross-functional teams to meet timelines and organizational objectives.
- Maintaining currency regarding meeting planning and event management trends and best practices.
- Travel up to 10 percent of schedule may be required.
Skills required:
- Excellent organizational, planning, and interpersonal skills required.
- Must be able to prioritize multiple projects and work effectively under pressure.
- Possess excellent presentation skills and command of English with the ability communicate orally and in writing.
- Knowledge of military titles, usage, organization, and functions of the service departments.
- Knowledge of international, government, business and military protocol and etiquette.
- Supervisory experience preferred.
- Customer Service orientated.
- Oversee and facilitate all aspects of meeting planning from site selection, vendor negotiation, event registration and platform selection, hotel bookings, marketing, onsite staffing and post-event reporting.
- Work on multiple national meetings, large-scale conferences and events for a variety of constituents simultaneously
- Responsible for contracts, speaker bios and bookings, session descriptions, handouts, etc.
- Manage correspondence with speakers and sponsors/exhibitors.
- Coordinate creation of schedules of events, publications, and programs.
- Review Banquet Event Orders (BEO) with venues for accuracy.
- Order supplies, ship and track materials to venue location.
- Perform data entry and daily administrative functions.
- Review invoices and receipts for accuracy and track venue/contractor deposits and expenses for budget reconciliation.
Qualifications:
- Bachelor’s degree required.
- 5+ years professional meeting experience, project management, or Certified Meeting Professional Designation (CMP) or Certified Meeting Manager (CMM), or CAE preferred.
- Experience in working with military, government, and private agencies for event planning.
- Experience as a military officer or senior non-commissioned officer preferred.
- Experience handling matters of a confidential nature.
- Proficiency in word processing/spreadsheet/database and presentation software. (i.e. Microsoft Office Suite)
- Outstanding oral and written communications skills.
- Knowledge of meeting planning software and best practices.
- Ability to apply procurement methods to secure goods and services.
- Knowledge of meeting marketing techniques to promote attendance.
- Knowledge of contracts, banquet event orders, meeting space ratios, and audio-visual options.
- Innovative and resourceful; actively seeks opportunities to improve meetings and events.
- Exceptional customer service skills and the ability to represent organizational leadership at public events.
- Strong time management skills and ability to manage concurrent tasks efficiently.
- Ability to work collaboratively across multiple business units.
