Manager - Conference Planning and Operations

1 week ago

Napa, United States CIA Full time

The hiring salary for this position is $70,000 per year.

The CIA offers a substantial benefits package that includes medical coverage available at no cost to qualifying employees, dental insurance, vision insurance, life insurance, short and long term disability insurance, retirement savings plan with high employer contributions, a generous paid time off program, and more

As the benefits package at the CIA results in a significant value above the base hiring salary for this position, we encourage you to apply so that our recruiters can share more information with you about the benefits of working for the CIA.

POSITION SUMMARY

The Manager of Conference Planning and Operation for the Strategic Initiatives Group (SIG) plays a pivotal role in the advance planning and execution of all SIG conferences, collaboratives, and leadership retreats. The SIG’s annual portfolio encompasses a diverse range of conference and leadership programs that delve into strategic topics such as world cuisines, professionalism, innovation, flavor development, health, wellness, and sustainability. These influential programs engage a national audience of executive chefs, senior foodservice operators, journalists, and key industry decision-makers, positioning them at the forefront of foodservice industry leadership.

ESSENTIAL RESPONSIBILITIES

  • Generate, document, and maintain comprehensive operating documents for all thought leadership initiatives, ensuring that processes are clear, consistent, and accessible to the team.
  • Oversee and manage timelines and checklists for conference planning to ensure all tasks are completed on schedule and all action items are completed.
  • Manage the execution of events, overseeing setup, service quality, and breakdown processes, while preparing post-event reports to analyze performance and identify areas for improvement.
  • Develop staffing requirements and submit requests to ensure each SIG program has the necessary personnel to operate effectively while adhering to budget constraints.
  • Assist in managing vendor relationships, focusing on negotiating contracts and securing the best pricing for supplies and services needed for SIG programs.
  • Generate detailed food, beverage, and service planning documents for each program to streamline culinary operations and effectively utilize sponsor products and presenter recipes.
  • Manage and secure venue reservations for all program elements, ensuring accurate rooming lists and room blocks are maintained for both onsite and offsite events.
  • Create room diagrams and schematics for each program, facilitating optimal event flow and ensuring that all areas are effectively utilized.
  • Assist with receiving and maintaining inventory, ensuring that sponsor products and service items, such as china and disposable serviceware, are available and showcased during events.
  • Oversee and update program website content regularly, ensuring that attendees have access to the most current information and resources.
  • Assist with attendee communications, focusing on customer service and enhancing the overall experience for participants throughout the program.
  • Provide support for communication, planning, and logistical needs, ensuring that all aspects of the event are well-coordinated and executed.
  • Stay informed about CIA inventories to generate necessary rental requirements and paper goods orders, ensuring that all operational needs are met by program.
  • Schedule and oversee on-call and volunteer support, managing additional office tasks and ensuring adherence to employee guidelines and policies.
  • Act as a liaison with internal departments, coordinating logistics and support needs for each program to foster collaboration and efficient planning.
  • Any and all other duties as assigned.
REQUIRED QUALIFICATIONS

Education:
  • Bachelor’s Degree in Business, Hospitality Management or a related field, or significant work experience in lieu thereof.
Experience:
  • Minimum one (1) year of Conference or Special Event Planning experience, or equivalent in food and beverage management, ideally with emphasis on planning, logistics, coordination & execution.
PREFERRED QUALIFICATIONS
  • Spanish and/or other language proficiences.
  • Culinary background, preferably with both back and front of the house experience.
  • CIA AOS degree strongly preferred.
  • Experience with event management and banquet software, such as Cvent, Salesforce, Hopin or TripleSeat.
REQUIRED SKILLS
  • Excellent written, verbal communication, and presentation skills required. Must have demonstrated ability in organizational, time management, problem solving and interpersonal skills.
  • Strong analytical, problem-solving and conceptual skills.
  • Strong teamwork and interpersonal skills; ability to be adaptable, dependable and handle multiple priorities simultaneously.
  • Demonstrated ability to show a high level of service responsiveness to customers.
  • Ability to multi-task and handle multiple priorities simultaneously.
  • Must have a proven, consistent track record showing the ability to work with all levels within an organization.
  • Must display a high level of energy and self-motivation.
  • Strong computer experience, which must include abilities to work effectively with with mail merges, data bases and event software and MS Office suite products, i.e. Word, Excel, PowerPoint.
WORKING CONDITIONS
  • Must be able to travel to support conferences within the U.S. as required.
  • Must be available to work nights and weekends as required by business needs.
  • Ability to work in extreme temperatures hot and cold for extended periods.
  • Able to bend, stoop or reach as needed.
  • Ability to frequently lift and carry up to thirty (30) pounds, and occasionally lift and carry 50 pounds with assistance.

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