Events Manager

Position Summary: We are looking for an experienced and passionate Events Manager to work with our meeting management company to develop and execute the Minority Business Economic Forum, work internally to execute the Business Development Leadership Summit, two of NMSDC’s signature events, and oversee The Exchange, NMSDC’s tradeshow at its annual conference. The Manager will be responsible for setting goals, monitoring work internally and with vendors, and evaluating results to ensure that departmental and organizational objectives are met. Tactically, the Manager will oversee the operations and execution of 300-600-person conferences, special events, meetings, tradeshows, training, and other events involving 10 or more participants. Responsibilities include strategic planning, project management, risk management, financial management, human resource management, stakeholder management, vendor management, meeting/events design, site management, and marketing. To be successful in this position, you should possess experience in non-profit event management, strong operations and leadership skills, and passion for the NMSDC mission.

Essential Duties and Responsibilities:

PLANNING

• Work with NMSDC’s executive leadership team (ELT) and NMSDC’s meeting management company to develop the strategic vision for assigned meetings, exhibitions, and events.
• Develop short and long-range objectives for the assigned meetings, exhibitions, and events.
• Plan, direct, and implement all aspects of assigned meetings, exhibitions and events.
• With the meeting management company, develop creative and innovative approaches to managing assigned meetings, exhibitions and events.
• With the meeting management company, budget for assigned meetings, exhibitions, and events.
• Develop strategies for supplementing staff efforts with outside resources.
• In collaboration with the Vice President of Marketing, Communications, and Events, manage the site selection for the assigned meetings, exhibitions, and events.
• Developing relevant policies and procedures regarding assigned meetings, exhibitions, and events.

ADMINISTRATION

• Manage and supervise the activities of assigned meetings, exhibitions, and events.
• Oversee and train staff members on relevant aspects of meeting management and ethical and professional behaviors.
• Develop and strengthen the skills of the team, considering what is needed to build and empower the team.
• Provide the overall management and budgetary oversight for activities of the assigned meetings, exhibition, and events.
• Work with the programs team to ensure effective communications with speakers on logistics, registration, housing, and audiovisual requirements.
• Research, negotiate and contract with hotels, convention centers and other venues for meeting, exhibit and/or event space. Manage site visits and submit preliminary plans and recommendations to NMSDC’s ELT.
• Implement expense management techniques to meet and exceed budgetary goals.
• Supervise arrangements for travel and housing, ensuring that the arrangements are the most economical available and are consistent with NMSDC policies.
• In conjunction with NMSDC’s contracting manager, contract with and manage vendors including event management companies, exhibit service contractors, event management software, audiovisual services, catering services, security services, entertainment, transportation and other goods and services as required.
• Oversee the use of event management software, like registration portals, exhibit sales portal, etc. and ensure timely customer service.
• Develop and update all event procedural documents and operational plans including timelines and other service delivery processes, as necessary.
• Provide leadership in customer service, including recognizing the characteristics, needs and interests of internal and external constituencies, developing effective, appropriate, and customer-friendly strategies, communication plans and services to address them.
• Serve as primary staff liaison to the meeting management company.
• Utilize technology effectively to expand the breadth, scope and life assigned meetings, exhibitions, and events.
• Meet all deadlines for the submission of reports and other documents as required by NMSDC.
• Recruitment, train, and provide overall management and supervision to all assigned NMSDC staff.
• Coordinate all conference, meeting and special event logistics to ensure that facilities, meeting rooms, meals, breaks, receptions, etc. are organized efficiently and that adequate personnel and equipment are scheduled.
• Work with the events marketing manager to develop and produce printed materials and other collaterals, as necessary.
• Perform other related duties as assigned.

MONITORING

• Review, analyze, and evaluate the effectiveness of department’s event operations.
• Ensure that the activities of assigned meetings, exhibitions, and events are conducted within the resources allocated and that profits are maximized.
• Monitor expenses against the projected budgets and take appropriate steps to secure required goods and services (e.g. hotel accommodation, travel arrangements, meeting facilities) at the lowest possible cost.
• Monitor and assess service and satisfaction trends, evaluate and address issues, and make improvements accordingly.
• Ensure the timely submission of reports to various stakeholders.
• Work closely with ELT to ensure compliance with NMSDC policies and procedures.

RELATIONSHIP WITH OTHER DEPARTMENTS

• Internal Relationships
  1. Confer with the programs team throughout the meeting, exhibition, or event program planning process.
  2. Assist and support the marketing and communications team on the development and production of materials and communications, i.e., e-mail blasts, conference app, related to the promotion of NMSDC sponsored conferences, meetings and events.
  3. Maintain relationships with ELT regarding assigned meetings, exhibitions, and events. Work with management team to identify new potential relationships and event opportunities.
• External Relationships
  1. Assist regional affiliates upon request, with arrangements for assigned meetings, exhibitions, and evets.
  2. Provide, when asked and where possible, templates to support delivery of high-quality event services throughout the network.
  3. Coordinate and liaise with host committees, program planning committees, etc.
  4. Cultivate and maintain working relationships with hotels and their national sales offices, convention and visitor bureaus and convention centers to identify sites and venues and prepare for assigned meetings, exhibitions, and events.
  5. Identify and actively manage relationships with suppliers to support the execution of assigned meetings, exhibitions, and events.
  6. Interface with corporate members and MBEs as necessary and appropriate.
  7. Manage conference staff, consultants, volunteers and interns for pre and post execution of assigned meetings, exhibitions, and events.
  8. Attend promotional functions sponsored by hotels, convention bureaus, and related organizations.

Qualifications:

• Bachelor’s degree with at least 7 years’ experience in meeting planning, required. Additional job-related experience may substitute for required education on a year-for-year basis.
• Extensive demonstrated experience in supervising and negotiating arrangements for travel, conferences, meetings, exhibitions and special events.
• Three years or more as a successful meetings manager or the equivalent, with an association or organization.
• Expertise in working with convention centers, hotels, decorators and audiovisual companies.
• Extensive experience in supervising, building out, and using various event management software; experience with Cvent preferred.
• Must have strong strategic thinking, planning and execution skills.
• Must have extensive experience in vendor contract negotiations and arrangements for travel, hotel, conferences, meetings and exhibitions and the ability to minimize contractual liability and risk.
• Supervisory and managing a team experience is required.
• Must evidence good judgment and strong analytical and critical thinking and decision-making skills and effective customer service capability.
• Advanced knowledge of the meetings and exhibitions industry and understanding of current trends.
• Must be familiar with hotel policies, operations and procedures.
• Must be able to plan, manage, organize, delegate responsibility, and work well under pressure, in a team effort toward the success of the end product.
• Must be organized, detailed oriented and have the ability to multi-task and manage multiple projects simultaneously.
• Must have excellent oral and written communications skills.
• Ability to function at both strategic and tactical levels.
• Must possess a strong knowledge of Microsoft Office and computer applications.
• Proven track record of fostering a positive culture of enthusiasm and excellence across the organization.
• The willingness to undergo training to become familiar with the NMSDC and service offerings.