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Associate Director, Meetings
4 months ago
Job Type
Full-time
Description
We Are
Headquartered in downtown, Washington, DC, the American Immigration Lawyers Association (AILA) is an organization with over 16,000 individual attorney members who practice and teach immigration law. For our members, we provide continuing legal education, information, advocacy, professional services, and expertise. Founded in 1946, AILA's mission is to promote justice, advocate for fair and reasonable immigration law and policy, advance the quality of immigration and nationality law and practice, and enhance the professional development of its members.
AILA's Meetings Department plans and implements the association's educational programs and events, including continuing legal education conferences in virtual, hybrid, and in-person format. The Meetings Department also oversees the CLE accreditation.
Your role
The Associate Director, Meetings manages the logistical needs for all AILA conferences. S/he is responsible for site inspections, contract negotiations, pre-conference logistical planning, all on-site logistics, including registration, set up, food & beverage arrangements, A-V and other vendors. Also responsible for developing and managing each conference budget and preparing financial reports.
Essential Job Functions
Meeting Management - Manage the logistical planning and execution of all conferences and events - 60%
- Prepare RFPs, research future conference sites, and negotiate contracts.
- Oversee all in-person pre-conference planning including contracting, food & beverage orders, floorplans, Audio-Visual orders, staff & VIP travel arrangements, vendors, registration set-up, badge production, ordering conference supplies, scheduling shipment, etc.
- Manage all virtual & hybrid conference logistics and vendors.
- Work closely with Marketing and Professional Development Departments to come up with the marketing and production timelines for promotions.
- Provide budgeting guidelines to all departments on conference expenses.
- Monitor and track revenue and expenses and provide projections.
- Manage all financial transactions with the conference venue including completing the direct bill application, deposits and payments.
- Manage hotel reservations for staff and VIPs.
- Research and provide conference travel information to staff and VIPs.
- Site Selection, contract negotiations, food & beverage orders, A-V orders, travel arrangements.
Your Background
- Undergraduate degree in a related field is preferred.
- CMP designation is required.
- DES designation is a plus.
- Prior experience and exposure in a professional membership association is desired.
- At least seven to ten (7-10) years demonstrated, hands-on, experience in meeting management and convention industry.
- Experience in negotiating, planning, and managing meetings of various sizes (100-5,000) with concurrent sessions over multiple days. Frequent travel may be required.
This position is eligible for Remote/Hybrid work. Preference will be given to candidates who reside near the DC Metro area and have the ability to commute downtown as needed. Due to the nature of the role, candidates may be required to work extended hours, including evenings and weekends. Travel is required occasionally for conferences and attendance before Congress and with the Administration in their role as representing AILA.
Our Workplace
We offer a dynamic and collaborative work environment with a competitive compensation package based on your experience and qualifications. Our generous benefits include 90% of an employee's Medical/Rx, Dental, and Vision premiums paid, as well as contributions towards dependents' premiums; a 401(k) with up to 3% matching contribution upon enrollment, employer-paid disability, and life insurance, commuter subsidy for those commuting to our National office. In addition, we provide employees with flexible scheduling and telecommuting options and plenty of time away from the office to bolster creativity and recharge. Added perks: eight-week paid parental leave after one year of service and a four-week sabbatical every tenth year of service.
Statement on Diversity
The American Immigration Lawyers Association ("AILA") is an equal opportunity employer and is committed to treating all applicants and employees without regard to unlawful considerations of race, religious creed, color, religion, sex, gender, gender identity, gender expression, sexual orientation, national origin, ancestry, age, marital status, physical disability, mental disability, medical condition (cancer or genetic characteristics), genetic information, military and veterans status, citizenship and immigration status, or any other classification protected by applicable local, state, or federal laws. This equal employment opportunity commitment applies to all aspects of employment, including but not limited to, advertising, recruiting, hiring, job assignment, compensation, promotion, demotion, benefits, training, discipline, and termination.
AILA believes that diversity is a strength. AILA is committed to being a safe, respectful, and inclusive space, where a broad range of viewpoints and experiences are encouraged and every member of its staff and board is given the opportunity to thrive.
