Director, Event Services

Posting Date: 6/5/2024

Location: Rockville, MD

Cluster/Team: Convention & Meetings

Coach: Senior Director, Convention & Meetings

Salary Range (Non-Negotiable): $100,598– $111,765

FLSA Exemption Status: Exempt

Description

The Director of Event Services is a senior member of the Convention and Meetings team, driving strategic improvements and operational efficiencies to enhance member engagement objectives. Specializing in managing large, citywide events with a focus on professional education, this role serves as a subject matter expert across various sub-teams (Exhibits, Programs and Communications) and collaborates on initiatives with the Senior Director, Convention and Meetings.

Responsibilities include overseeing project management for short and long-term initiatives, fostering inter-team collaboration, and advocating for process enhancements.  Key responsibilities span from planning to onsite oversight at the ASHA in-person events, including logistics coordination, site visits, registration support, partner/sponsor management, special event coordination, and post-meeting billing reconciliation. The Director also manages vendor relationships/needs, Request for Proposals (RFPs), contract negotiations, logistics, budgeting, and customer service. Additionally, the Director provides leadership and coaching to a team of event services professionals.

Travel is required throughout the year.

Responsibilities

1. Participate actively in the pre-planning process and fulfill diverse on-site roles at the ASHA in-person meetings. This includes managing designated supplier partners, co-creation of the specifications document, collaborating with staff, overseeing food and beverage events, developing event resumes, coordinating concessions, and addressing logistical requirements to ensure the smooth execution of the meeting, conference, or Convention.
2. Monitor, evaluate and suggest improvements to systems, processes, tools, policies, and customer service standards pertaining to meetings and events. Introduce innovative ideas, industry trends, and incorporate best practices into Association processes. Ensure adherence to customer service standards and establish necessary policies and practices, including those for PCI compliance, data management and security, and information systems.
3. Facilitate and oversee the RFP process, encompassing needs assessment, documentation of requirements, identification of potential sites or bidders, selection procedures, contracting, and eventual execution. Additionally, evaluate and refine procedures pertaining to the implementation and management of services, offering expert guidance to ASHA teams and work groups regarding optimal practices for RFP and vendor management for ASHA Convention and Meetings (in-person and virtual).
4. Create and maintain templates, negotiate contracts, and review agreements for association meetings, programs, and partnerships to optimize benefits for the Association while minimizing risks.
5. Perform logistical guidance and support for National Office staff responsible for planning specialized meetings and events, including but not limited to, affiliated state associations, ASHFoundation, Special Interest Groups (SIGs), NSSLHA (the association’s student organization), Government Affairs and Public Policy, and ASHA Professional Development teams. This support may include contractual review, process establishment, RFP development and execution, event consultation, project management, and overall logistical support.
6. Serve as team champion for project management principles, attendee experience, event design, and process enhancements as related to large-scale event planning and management across the whole team. Some special focus on implementing year-over-year special initiatives, to include research on viability, partners, costs, risks, implementation requirements, and evaluation of completed projects.
7. Coach staff members overseeing responsibilities in registration, housing, travel, and event logistics.

Qualifications

The ideal candidate possesses expertise in event best practices, project management principles, event marketing, technology solutions, and industry trends. As well as knowledge typically acquired through:

• Deep expertise in event management, underscored by industry best practices and a solid grasp of project management principles.
• CMP or other industry certifications, preferred.
• 7-10+ years’ experience in association/nonprofit meeting planning
• Strong leadership skills, supervisory, and coaching experience
• BA/BS degree in related field, or equivalent training and experience

Scope and Depth of Technical Skills/Knowledge

• Experienced industry professional skilled in managing large city-wide Association event logistics, and event destination analysis. Demonstrated expertise in refining event policies to meet evolving needs.
• Exceptional project and process management abilities, including setting and meeting deadlines and effectively multitasking to prioritize and oversee multiple actions or events simultaneously.
• Advanced negotiation and contracting skills. Demonstrated ability to review and negotiate contracts/license agreements with hotels, venues, destinations, and vendors as needed for successful event execution.
• Demonstrated knowledge of food and beverage, specification and resume building, vendor management, registration software, travel/transportation management, and industry trends.
• Demonstrated financial acumen to understand and interpret financial data, lead overall cost analyses to forecast revenue multiple years in advance, business development, sales and growth strategies, and complex reconciliation of event expenses.
• Demonstrated ability to collect, interpret, and report statistical data, to understand and interpret reports and surveys, evaluate ROI and engagement, prepare and share reports to leadership.
• Demonstrated ability to write clearly and succinctly for a variety of audiences, and different purposes.
• Ability to write clearly and succinctly in a variety of settings, and for unique audiences, and may include leadership reporting, event summaries, sales reports, and marketing messages. Effective in a variety of formal and informal presentation settings, both inside and outside the organization, on expert, routine, or controversial topics.

Scope and Depth of Non-Technical Skills/Knowledge

• Demonstrated ability to motivate, direct, and facilitate groups and teams to achieve desired goals and outcomes.
• Dedication to detail and ability to work under pressure in a deadline driven environment.
• Positive work ethic and excellent customer services skills; ability to exercise tact and discretion in dealing with colleagues, members, and the public.
• Demonstrates a proactive, self-starter attitude, thriving in fast-paced environments.
• Actively engages in tasks while skillfully delegating responsibilities to staff members whose skills align with the work at hand.
• Commitment to working both independently and as an effective and collaborative leader; strategic and practical thinker; motivated and dependable and able to work within team and across the Association to achieve the best possible results for Association.
• Demonstrated ability to influence and persuade groups and individuals to understand and consider impact and consequences of decisions; ability to make important decisions and to know when to refer decisions to others.
• Demonstrated knowledge and ability to problem-solve independently and proactively, and to lead collaborative efforts to define solutions; communicate effectively (orally and written) with all persons involved.
• Demonstrated ability to interact effectively and communicate clearly with diverse groups of people including members, association leaders, staff, corporate partners, vendors, and other professionals.
• Creative thinker with innovative spirit.
• Commitment to diversity, equity, and inclusion efforts in procedures, practices, and engagement.