Title: Meetings & Exhibits Senior Manager
Reports to: Vice President, Communications and Meetings
Employment Status: Full-time, Exempt
Location: 500 Montgomery Street, Suite 400, Alexandria, VA 22314
Position Summary:
CADCA is seeking a motivated and enthusiastic individual to join our meetings department to support the organization’s meetings, conferences, forums and exhibits. This position manages all aspects of planning and implementation of CADCA’s in-person meetings and supports the development and fulfillment of exhibit logistics and opportunities. This position contributes to the successful organization and production of all CADCA meetings and special events.
Specific Duties:
- Serves as Meetings and Exhibits Senior Manager for CADCA’s Forum event of over 3,000 attendees, Mid-Year meeting of over 2,000 attendees. the Drug Free Kids Dinner Gala and other meetings as assigned.
- Manage pre-planning and on-site logistics including but not limited to: space allocation, developing function sheets, show flows, meeting materials, F&B, badges, signs, , transportation, ribbons, room sets, a/v, and floral arrangements
- Manages, guides and mentors the Registration and Housing Associate and works collectively across departments with varying levels of staff.
- Develop and distribute RFPs, negotiate contracts, evaluate proposals and make recommendations for vendors and partners.
- Act as speaker manager coordinating audio visual and speaker requirements- registrations, handouts, presentations.
- Assist Public Policy team in planning and managing logistics for Capital Hill Day
- Assist with the Call for Presentations project (training sessions & Ideas Fair)
- Assist with special events and keynote sessions, to include run of shows, stage production and onsite stage management.
- Assist VP on the creation of event collateral (preliminary brochure, program, etc.)
- Solicit exhibitors for the show floor, manage logistics and finalize details (exhibit hall floorplan, booth confirmation, exhibitor kit, shipping, etc.)
- Develop budget for Forum and Midyear Meeting. Manage expense to meet budget goals. Reconcile accounts and present monthly projections to Director of areas of responsibility
- Develop post-event reports and maintain historical records.
- Develop and maintain SOPs for Meetings Operations processes. Conduct periodic process reviews.
- Establish and maintain processes and systems in accordance with CADCA’s requirements and meeting industry best practices to ensure consistency, efficiency, and professionalism in meeting management.
- All other duties as assigned.
Educational/Experience Requirements:
Bachelor’s degree required; CMP desirable
A minimum of 7 year of professional work experience in meeting and/or event planning.
Required Skills:
- 7 years’ experience in meeting and/or event planning
- Team player who can lead and mentor team staff.
- Strong organizational skills and eye for detail
- Excellent written and verbal communication skills
- Ability to establish quick rapport.
- Ability to determine and initiate projects.
- Working knowledge of Microsoft Word and Excel and database systems
- Ability to learn quickly.
Amount of Travel Required: Approximately 25% annually