Event Specialist

DEPARTMENT       Conference and Events Management

SUPERVISOR          Director of Conference and Events Management

BASIC FUNCTION

Manage housing, travel, social events and marketing efforts for TMA events; create and maintain historical event reports; provide logistic and administrative support to TMA events team, as needed. 

MAJOR RESPONSIBILITIES/TASKS

1. Manage housing for TMA events. For events that require overnight housing, this includes but is not limited to managing sleeping room block(s) for an event including forecasted pickup and wash; monitoring contractual deadlines for attrition adjustments; managing reservations for staff, speakers and VIPs via rooming list; coordinating special requests/needs such as amenities and room deliveries; conducting room block audits where needed; and other room block management tasks.


2. Manage marketing, as well as internal and external communications for TMA events. Work with the Marketing and Communications team to design and implement a strategy for a variety of conferences and events. Including, but not limited to emails, printed materials, signage, editorial pieces, webpages, etc. Ensure communication of event details and deadlines to TMA and affiliated staff.


3. Serve as overall Team Lead for TMA Event Registrations. Ensure ongoing training and uphold customer services standards for all registration staff. Create staffing schedules for on-site events. Serve as the point-of-contact for registration-related vendors.


4. Reconciling invoices and expenses. Work with the Director of Conference Management to reconcile and allocate event expenses to appropriate cost centers and negotiate financial disputes with conference vendors.


5. Process follow up reports and correspondence. Including housing pickup; revenue and expenses; attendance analytics; and executive summaries. Generate and maintain historical conference data.

1. Serve as a core member of the Events Team. Provide support as needed with projects and tasks related to TMA Meetings. Including but not limited to social events, food and beverage management, and vendor sourcing.


2. Perform other related duties as directed or required.

TRAVEL REQUIREMENTS

This position requires some overnight travel, including, but not limited to, traveling for TMA Conferences and site visits.

SUPERVISORY RESPONSIBILITY

No direct supervisory responsibility. This position will, however, oversee a four- to ten- person registration team for TMA Events.

INDEPENDENCE/SUPERVISION RECEIVED

Duties are performed under general supervision according to generally prescribed guidelines.  Employee is responsible for judgment that is exercised regarding selection and interpretation of methods and procedures to be used personally.

GENERAL QUALIFICATION REQUIREMENTS

Knowledge and Experience:

Requires knowledge of basic occupational skills or clerical procedures and ability to operate standard office equipment; normally acquired through a college degree, or 5-7 years’ equivalent experience.

Skills and Abilities:

• Ability to understand and follow oral and written instructions with minimal supervision.


• Ability to meet deadlines and clearly communicate the status of projects


• Ability to lead an onsite registration team.


• Excellent organizational and interpersonal, and communication skills essential. 


• Ability to communicate effectively and professionally with members and the public through both verbal and written interactions. 


• Must be able to prioritize/perform multiple tasks with strict attention to detail despite many interruptions. 


• Must embrace technology for use in maintaining calendars, and organizing tasks.


• Work effectively with other TMA employees in a team environment.


• Proficient with Outlook, Word, Excel, and PowerPoint.