Conference Event Specialist

2 weeks ago

Herndon, Virginia, United States NAIOP Full time

Reports to :

Vice President for Education Type : Full Time (In Office & Remote) required three days in the office. Position Overview : NAIOP, the Commercial Real Estate Development Association, is in search of a conference event specialist.

This role is essential in providing logistical and administrative assistance to the Education team at NAIOP, facilitating 7-9 conferences and meetings each year, accommodating groups ranging from 20 to 1,500 participants across the US and Canada.

The conference event specialist will collaborate closely with NAIOP's Senior Manager of Conferences, the event registration lead, and the content planning team to ensure the successful execution of conferences and meetings.


Primary Responsibilities :

Assists the Senior Manager of Conferences in managing hotel logistics for selected events, which includes food and beverage selection, audio-visual equipment orders, room arrangements, guarantees, vendor management on-site, and supporting the preparation and execution of event specifications.

Aids in securing vendors for NAIOP conferences and provides support to the Senior Manager of Conferences in final bill reconciliation and processing of invoices and expenses. Assists in updating internal documents, agendas, and note-taking for NAIOP meetings. Provides administrative support for hotel rooming lists and reports, regularly monitoring attendee room blocks and cross-checking with registration. Acts as the liaison between transportation vendors or NAIOP's DMC vendor for reservations related to project tours and off-site events.

Facilitates the production of signage for NAIOP conferences, collaborating with the Senior Manager of Conferences, registration lead, and marketing team.

Communicates with confirmed speakers to gather bios and headshot photos, providing logistical information and reminders.

Coordinates shipping logistics for assigned meetings and manages the inventory and maintenance of event supplies and equipment in partnership with the event registration lead.

Processes conference and course registrations through NAIOP's Protech database and responds to related inquiries as needed. Supports on-site conference registration when required. Collaborates with the registration lead to manage the third-party on-site badging vendor for registration. Assists the Senior Manager of Conferences in evaluating potential sites for future conferences based on received proposals. Supports the internal venue contract review, signature, and billing process for NAIOP meetings. As necessary, visits properties to plan and prepare for upcoming events. Maintains effective communication with staff and vendors as required. Assists in managing the Education team inbox to address meeting inquiries as necessary. Compiles department files and tracks documents, including housing and venue history. Sends out post-event evaluations and updates historical records.

Additional Responsibilities :

Actively participates in the Education team of NAIOP, engaging in regular team meetings and strategy sessions.

Performs other duties as assigned based on the needs of the Association.

Supervises:
No supervisory responsibilities

Qualifications :
Minimum of two years of experience in meeting and event planning for an association, non-profit, or corporate organization. Bachelor's degree in a related field or equivalent work experience. Demonstrated attention to detail and strong organizational skills. Ability to manage multiple projects while maintaining thorough records. Requires flexibility and the ability to balance competing priorities.

Professional demeanor and exceptional interpersonal and customer service skills, including the ability to work effectively and collaborate with colleagues at all levels, members, and vendors.

Requires knowledge of conference facilities, hotels, and audio-visual equipment. Proficiency in Microsoft Office suite. Travel required for meetings during the year is approximately 15%. Including the ability to work long hours, including nights and weekends. Strong attention to detail, organizational, and interpersonal skills. Hybrid work schedule, with a required three days per week in the office.

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