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Convention & Meetings Associate
3 months ago
_Summary: _
The National Communication Association is seeking a proactive and dynamic individual to join the team as the **Convention & Meetings Associate.** This staff member will work closely with the Director of Convention and Meetings to manage and assist in key phases of convention and meetings, including strategy, contracting, logístical planning, budgeting, and management for NCA’s Annual Convention and small to mid-sized in-person and virtual events. This role works across the organization and requires a highly conscientious and experienced individual with strong project management skills, excellent judgment, and the ability to lead multiple projects to successful completion.
- Primary Responsibilities: _
- Event Planning and Coordination:
- Plans, manages and assists in the execution of logístical aspects of NCAs Annual Convention, Annual Leadership Retreat, Chairs’ Summer Institute, Virtual Learning Opportunities (VLOs), and staff and Board events.
- Develop and implement comprehensive event plans and timelines for the NCA events.
- Manage the abstract submission and review process, including scheduling and room assignments to optimize space utilization.
- Recruit, schedule, and manage volunteers to support various event operations.
- Coordinate speakers, agreements, rehearsals, other logistics, and on-site technical production, working with AV teams to provide an exceptional attendee experience.
- Develop event specifications for assigned meetings within established time frames and budgets.
- Manage exhibit hall operations for the Graduate School Open House (GSOH) and Career Center. Oversee invoicing, payment tracking, registration, booth assignments, and orders.
- Participate in site visits, pre-con meetings, and daily/weekly planning sessions to ensure effective event management.
- Provide on-site support for assigned meetings, including set-up/specification review, registration, food and beverage functions, signage, and venue/vendor management.
- Coordinate and manage NCA's VLOs, including developing timelines, updating website content, creating and monitoring registration, overseeing technical requirements, collaborating with presenters, and ensuring a seamless online experience for attendees; analyze VLO data to identify areas for improvement and recommend enhancements to the virtual event program.
- Housing and Logistics Management: _
- Coordinate housing logistics, including monitoring room blocks and securing accommodations for staff, speakers, VIPs, etc.
- Liaise with vendors and service providers to secure audio-visual requirements, catering, transportation, signage, and other event logistics.
- Monitor inventory, order supplies, coordinate materials, and shipping.
- Event Materials and Communications: _
- Oversee the creation and distribution of event materials, such as website updates, registrations, confirmations, invoices, evaluations, and reports.
- Serve as the primary point of contact for internal and external constituents, responding promptly and accurately to inquiries.
- Collaborate with the Director of Convention and Meetings and communications team to develop promotional materials and event-related content.
- Collaborate on creating and maintaining event signage, program books, run-of-show scripts, mobile apps, presentations, handouts, and other event collateral to support the overall attendee experience.
- Vendor and Contract Management: _
- Assist the Director of Conventions and meetings in procuring vendors and contracts for all services needed for conferences and events, including, but not limited to, creating RFPs and cost comparisons.
- Assist with ensuring compliance with contractual obligations and managing vendor relationships.
- Manages budgets for select programs. Assist with post-show bill submission and reconciliation.
- Continuous Improvement: _
- Contribute to continual process improvement through idea generation, technology, and creative approach to increase efficiency and enhance delivery and attendee experience.
- Track and compile submission, registration, housing, and other data. Analyze event data and metrics to identify areas for improvement and make recommendations to the Director of Convention & Meetings.
- Stay informed of industry trends and best practices to enhance NCA's events and meeting experiences continuously.
- Assume any additional responsibilities as requested by the Director of Convention and Meetings to support the overall success of NCA's events and meetings.
- Qualifications: _
- **Must-Haves**:_
- 3+ years of experience in event/meeting management, preferably in an association environment.
- Demonstrated proficiency in using Microsoft Office, abstract management software (X-CD Technologies), association management system (Impexium and Fonteva), show management software, web content development, app development and management, and other relevant event planning technologies.
- Experience implementing the meeting planning functio
