KENTUCKY SOCIETY OF ASSOCIATION EXECUTIVES INC
Manager, Meetings
KENTUCKY SOCIETY OF ASSOCIATION EXECUTIVES INC, Olympia, Washington, United States
Working at AF&PA
The American Forest & Paper Association (AF&PA) values diverse backgrounds and capabilities and invites all talented individuals to apply to be part of our team and support our culture and mission. We encourage the exchange of knowledge, innovative ideas and different perspectives to reach our goals and we support work/life balance.
Essential job functions Major Conference Planning for two events (annual meeting and co-hosted conference)
Provide all meeting planning related expertise for the Association’s major conferences to deliver high value, well-attended events that advance member engagement and the AF&PA brand. Responsibilities include:
Hotel logistics and room block management
Schedule development
Provide logistics-related content for and review all marketing materials (print & electronic)
Guest speaker logistics planning
Staffing schedule development & assignments
RFP preparation, management and recommendation for site selection
Contract negotiations
Assist in content development for conference event websites
Post-event surveys/evaluations and analyses
Virtual/hybrid event support when part of one of the conferences or board meetings
Advise internal cross-departmental teams on planning timelines, budget management, and scheduling
Source, negotiate and manage any additional equipment or service vendors required to execute the event
Research and develop options for off-site venues, entertainment, and décor
Develop, sell, track, and fulfill sponsorship packages for the annual meeting
Work directly with speakers’ bureau to develop paid speaker short lists, execute speaker contracts, and handle speaker logistics
Oversee the development of invite lists for conference marketing communications
Work with Communications Department on recommendations and production of backdrop design and related branding for conferences
Develop and track conference budgets, communicate project performance to teams and senior management, review and prepare all expenses and hotel billing, including internal billing splits
For co-hosted event oversee:
Program logistics planning and on-site management, hotel pickup, meeting room usage, and weekly overall revenue tracking to budget
All individual and suite registration programming, tracking and post-event reconciliation for all joint revenues collected
Vendor sourcing and fulfillment for all sponsor package deliverables
Small Meeting Event Planning
Work with all AF&PA departments to source, contract, and execute board meetings, committee meetings, fly-ins and workshops
Review history of meeting or committee and create an RFP that captures sleeping room needs, meeting space, and special concessions
Manage sourcing and site selection process
Upon request, work with internal department to manage the buildout of event registration in the re:Members (formerly Impexium) association management system (AMS) including oversight of initial programming/event build, and monitoring online registration
With Legal Department oversight, negotiate contracts for execution
Monitor and manage room block pickup to avoid attrition penalties
Work with hotel and internal staff contacts to create and confirm all meeting logistics, a/v orders and food and beverage orders
Review any off-site event/restaurant contracts
Review final hotel bill prior to payment
Other Duties
Supervise the Data Administrator, Membership & Meetings, who serves as the primary manager of the re:Members AMS and provides support for meetings
Maintain DC Hotel Directory for use by staff and members.
Key team member for organizing select in-person or virtual/hybrid AF&PA staff events (e.g. holiday parties, summer events, staff recognition/retirement events)
Assist with contract negotiation and review (if applicable), menu planning, décor design and creation, run of show planning, event setup and teardown
Advise/mentor coordinator staff on department event planning and contracts
Compensation and Benefits The salary for this position is expected to be between $95,000-$103,000. This is a good-faith estimate based on market data for comparable positions and the current budgeted amount for this role. Factors to be considered when determining the salary of the selected candidate include relevant skills, experience and knowledge, and the alignment of these qualities with those of existing staff.
We offer a generous benefits package that currently includes:
Paid Vacation, Personal and Sick leave totaling 27-42 days per year (based on relevant experience), plus holidays and paid Parental Leave
Two Blue Cross Blue Shield medical plans for employees and their families
Generous 401(k) retirement plan with up to 9% employer contribution (after waiting period)
Free fitness center and pickleball courts at the DC office location
Plus dental, vision, life insurance, Flexible Spending Accounts, Health Savings Account
Location We are located on 13 th Street, NW between F and G, (directly above Metro Station). Our office is hybrid, which includes up to two days of remote work; however, due to the nature of meetings and events, there will be times when more in-office work is needed.
Equal Employment Opportunity AF&PA is an Equal Employment Opportunity Employer and welcomes all talented individuals regardless of race, color, national origin, religion, age, sex, disability, veteran status or other category protected by law.
Your Rights Applicants have rights under federal employment laws. Information may be found on the Department of Labor’s website and through these available notices: Know Your Rights; Fair Labor Standards Act (FLSA); Family and Medical Leave Act (FMLA); and Employee Polygraph Protection Act (EPPA).
Qualifications If your knowledge, skills and abilities are transferrable and you think you’re a great candidate for AF&PA - please consider applying even if you do not meet all the criteria listed below.
BA or BS degree preferred
5-7 or more years of meeting planning experience, including contract negotiation experience, required
CMP certification preferred
Experience with re:Members AMS (formerly Impexium) or similar association software platform or equivalent CRM platform
Exceptional attention to detail, and excellent writing, grammar and proofreading skills
Collaboration and interpersonal skills; capable of working on multiple tasks with others
Excellent organization skills to work in a fast-paced and changing environment
Demonstrated ability to exercise judgment and discretion with limited supervision
Ability to grasp new tasks quickly; and a willingness to learn about the paper and packaging industry
Excellent computer skills using MS Office Suite, proficiency with data systems and presentation software, and strong internet research skills
#J-18808-Ljbffr
Essential job functions Major Conference Planning for two events (annual meeting and co-hosted conference)
Provide all meeting planning related expertise for the Association’s major conferences to deliver high value, well-attended events that advance member engagement and the AF&PA brand. Responsibilities include:
Hotel logistics and room block management
Schedule development
Provide logistics-related content for and review all marketing materials (print & electronic)
Guest speaker logistics planning
Staffing schedule development & assignments
RFP preparation, management and recommendation for site selection
Contract negotiations
Assist in content development for conference event websites
Post-event surveys/evaluations and analyses
Virtual/hybrid event support when part of one of the conferences or board meetings
Advise internal cross-departmental teams on planning timelines, budget management, and scheduling
Source, negotiate and manage any additional equipment or service vendors required to execute the event
Research and develop options for off-site venues, entertainment, and décor
Develop, sell, track, and fulfill sponsorship packages for the annual meeting
Work directly with speakers’ bureau to develop paid speaker short lists, execute speaker contracts, and handle speaker logistics
Oversee the development of invite lists for conference marketing communications
Work with Communications Department on recommendations and production of backdrop design and related branding for conferences
Develop and track conference budgets, communicate project performance to teams and senior management, review and prepare all expenses and hotel billing, including internal billing splits
For co-hosted event oversee:
Program logistics planning and on-site management, hotel pickup, meeting room usage, and weekly overall revenue tracking to budget
All individual and suite registration programming, tracking and post-event reconciliation for all joint revenues collected
Vendor sourcing and fulfillment for all sponsor package deliverables
Small Meeting Event Planning
Work with all AF&PA departments to source, contract, and execute board meetings, committee meetings, fly-ins and workshops
Review history of meeting or committee and create an RFP that captures sleeping room needs, meeting space, and special concessions
Manage sourcing and site selection process
Upon request, work with internal department to manage the buildout of event registration in the re:Members (formerly Impexium) association management system (AMS) including oversight of initial programming/event build, and monitoring online registration
With Legal Department oversight, negotiate contracts for execution
Monitor and manage room block pickup to avoid attrition penalties
Work with hotel and internal staff contacts to create and confirm all meeting logistics, a/v orders and food and beverage orders
Review any off-site event/restaurant contracts
Review final hotel bill prior to payment
Other Duties
Supervise the Data Administrator, Membership & Meetings, who serves as the primary manager of the re:Members AMS and provides support for meetings
Maintain DC Hotel Directory for use by staff and members.
Key team member for organizing select in-person or virtual/hybrid AF&PA staff events (e.g. holiday parties, summer events, staff recognition/retirement events)
Assist with contract negotiation and review (if applicable), menu planning, décor design and creation, run of show planning, event setup and teardown
Advise/mentor coordinator staff on department event planning and contracts
Compensation and Benefits The salary for this position is expected to be between $95,000-$103,000. This is a good-faith estimate based on market data for comparable positions and the current budgeted amount for this role. Factors to be considered when determining the salary of the selected candidate include relevant skills, experience and knowledge, and the alignment of these qualities with those of existing staff.
We offer a generous benefits package that currently includes:
Paid Vacation, Personal and Sick leave totaling 27-42 days per year (based on relevant experience), plus holidays and paid Parental Leave
Two Blue Cross Blue Shield medical plans for employees and their families
Generous 401(k) retirement plan with up to 9% employer contribution (after waiting period)
Free fitness center and pickleball courts at the DC office location
Plus dental, vision, life insurance, Flexible Spending Accounts, Health Savings Account
Location We are located on 13 th Street, NW between F and G, (directly above Metro Station). Our office is hybrid, which includes up to two days of remote work; however, due to the nature of meetings and events, there will be times when more in-office work is needed.
Equal Employment Opportunity AF&PA is an Equal Employment Opportunity Employer and welcomes all talented individuals regardless of race, color, national origin, religion, age, sex, disability, veteran status or other category protected by law.
Your Rights Applicants have rights under federal employment laws. Information may be found on the Department of Labor’s website and through these available notices: Know Your Rights; Fair Labor Standards Act (FLSA); Family and Medical Leave Act (FMLA); and Employee Polygraph Protection Act (EPPA).
Qualifications If your knowledge, skills and abilities are transferrable and you think you’re a great candidate for AF&PA - please consider applying even if you do not meet all the criteria listed below.
BA or BS degree preferred
5-7 or more years of meeting planning experience, including contract negotiation experience, required
CMP certification preferred
Experience with re:Members AMS (formerly Impexium) or similar association software platform or equivalent CRM platform
Exceptional attention to detail, and excellent writing, grammar and proofreading skills
Collaboration and interpersonal skills; capable of working on multiple tasks with others
Excellent organization skills to work in a fast-paced and changing environment
Demonstrated ability to exercise judgment and discretion with limited supervision
Ability to grasp new tasks quickly; and a willingness to learn about the paper and packaging industry
Excellent computer skills using MS Office Suite, proficiency with data systems and presentation software, and strong internet research skills
#J-18808-Ljbffr