Manager-Meeting and Event Planning

3 weeks ago

Washington, United States International City County Management Full time
Who We Are

Founded more than a century ago, ICMA is the premier professional association for local government leaders, managers, staff, and stakeholders, serving more than 13,000 members globally. As a membership association, we provide research and knowledge resources, professional development and training, peer to peer engagement, and technical assistance. We are also a major implementing partner for many grant and contract funded programs on emerging and prevailing topics and challenges to create stronger communities.

At ICMA, we take the concept of local government leadership, management, and innovation further into the future. Through our mission and passion to advance professional local government, we help communities deliver innovative services, empower resident engagement, enable economic development, strengthen leadership, uphold ethics, and provide forward-thinking management.

We ensure a diverse and inclusive workplace by welcoming people of different backgrounds, experiences, abilities, and perspectives and by learning from each other, individually and collectively.

A Great Opportunity

Do you have prior experience managing conferences in an event planning role? Does mission-driven work and making an impact on others excite you? If the answer is yes, we have an excellent opportunity waiting for you

ICMA's Global Program Management Team is seeking a dynamic event planning professional. The Manager- Meeting and Event Planning will lead the logistical efforts for multiple conferences. This position manages logistics for ICMA's grant and contract funded conferences, convenings, and other events supported by federal agency and foundation awards. This position communicates with internal and importantly external stakeholders and funders. The position manages all aspects of event logistics such as site selection, general services, hotel sales and catering, audio-visual services, and social event and tour planning. The position oversees the quality and timeliness of work performed by vendors and contractors. The position reports to the Managing Director for Research, Development, and Technical Assistance but will be assigned to work directly with specific project teams from which assignments will be overseen by various Program Directors.

The Manager-Meeting and Event Planning salary is based on experience level and ranges between $76,911 and $96,138.

What You'll Do
  • Manage logistics and operations activities for grant and contract funded events including the established National Brownfields Conference, the emerging Economic Mobility and Opportunity conference, workshops and events for clean energy programs, and the annual Thriving Communities Technical Assistance Centers convening, as well as international events that may be funded or developed as part of the Global Program Management team's project or business development activities.
  • Negotiate and review all logistics contracts to ensure compliance with funding entities as well as the event requirements.
  • Manage overall site selection process for identifying potential host communities and facilities for future events.
  • Develop RFPs and other procurement processes for required vendors and contractors.
  • Oversee and manage all facilities contracts and event space needs and requirements.
  • Oversee and manage hotel contracts and room blocks, including negotiations for additional or reduced space depending on audience attendance and requirements.
  • Supervise contractors providing audiovisual services, food and beverage (F&B), decorating, and other key requirements of large-scale events.
  • Manage the development and production of meter boards, banners, clings, and other onsite print and digital signage and media.
  • Assist in the management of sponsorship programs and contractors including fulfillment of sponsored items and programming.
  • Oversee the planning and implementation of exhibit halls, including management of exhibitor sales and exhibit hall implementation contractors.
  • Write event and logistics-related copy for websites, preliminary, and final programs, marketing materials, etc.
  • Help manage budget, financial reporting and forecasting; ensure all budget guidelines are followed; monitor direct expenses, pay vendor bills, and other tasks as necessary.
What You Need to Be Successful in This Role
  • Bachelor's degree or equivalent combination of education and experience
  • Five (5) plus years of progressive experience managing conferences and/or meetings
Preferred Qualifications
  • Certified Meeting Professional (CMP) designation
Knowledge, Skills, and Abilities (KSAs)
  • Ensures deadlines are met in a timely manner
  • Knowledge of the principles and practices of conference and meeting planning
  • Ability to plan and manage complex events
  • Ability to coordinate resources from multiple sources, including negotiating skills to obtain resources from within and outside the organization
  • Demonstrate interpersonal, communication and collaboration skills working with diverse audiences to convey ideas, collaborate, and sustain productive working relationships
  • Ability to exhibit professionalism in a variety of situations and to make quick decisions in a fast-paced environment while remaining calm under pressure
  • Detail-oriented; ability to multitask, think long term, and creatively problem solve
  • Ability to communicate clearly and effectively, both orally and in writing
  • Proficiency in use of Microsoft Office Suite, including Excel, and Power Point
Physical Requirements/ Work Environment

The work environment and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Work is typically performed in a virtual home office environment free from hazards or unpleasant environmental conditions
  • Work requires travel up to 20% of time, primarily within the U.S.
What We Can Offer You
  • Remote work environment
  • A collegial working environment where teamwork and individual contributions are valued.
  • A competitive salary.
  • A comprehensive benefits package that includes employer sponsored health, dental, life, disability, and employee assistance benefits.
  • Paid time off to include vacation, sick leave, holidays, and floating days.
  • Generous retirement plan.
  • Opportunities for ongoing professional development.

This position is dependent on grant funding. Continued employment for the selected candidate is contingent upon ongoing funding.

This position is based out of ICMA's headquarters, located in Washington, D.C. At this time, all ICMA staff are working remotely. The selected individual must be able to work the core business hours from 8:30 am to 5:00 pm EST. Our office will remain operational and accessible for staff to use on a voluntary basis.

A high-speed Internet connection is required. Personnel will provide the Internet service at their own expense. The internet connection must be of sufficient bandwidth to allow the team member to efficiently perform their regular job functions.

The selected candidate must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future.

EEO Statement

At ICMA, we strive to promote and sustain a culture of diversity, inclusion and belonging every day. ICMA is an equal opportunity and affirmative action employer. We do not discriminate in recruiting, hiring or promotion, and all qualified applicants will receive consideration for employment without regard to race, color, ethnicity, national origin, religion, sex/gender, sexual orientation, gender identity or expression, age, disability, protected veteran status, or on any other basis or characteristic prohibited by applicable federal, state, or local law. We proudly support and encourage people with military experience (active, veterans, reservists, and National Guard) as well as military spouses to apply for ICMA job opportunities.

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