SAE helps associations, and the professionals who lead, manage, and work in them, transform society through the power of collaboration. We are looking for someone to join our team as the Director/Senior Director, Meeting Operations & Engagement. Candidates must be able to work in a diverse, inclusive, and collaborative environment where colleagues are engaged, respect and support each other, hold themselves accountable, and celebrate their work.

Summary/Objective

This position reports directly to the Chief Strategy Officer to develop scope of work, engagement, event brand and strategic direction for various programs and conferences as well as department operations, processes and procedures. This position works with cross-functional staff at all levels including senior staff and executive leadership; prospective and contracted vendors; and industry partners at all levels. In addition, they are responsible for the planning and executing logistics and related meeting operations functions for ASAEs signature programs and conferences including but not limited to: ASAE Annual Meeting & Exposition, Business of Meetings, and additional programs as needed.

Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Develop vendor/supplier relationships, issue RFPs and negotiate contracts to support the conferences, such as F&B, A/V, computers, etc., and housing when applicable.
• Plan, successfully execute, and oversee logistics for the ASAE Annual Meeting & Exposition, along with corresponding site visits.
• Works cross departmentally to incorporate their requirements into the logistical placement flow and operations of the meeting.
• Manages the logistics for the Business of Meetings program series.
• Oversees budget management for the department. Establish and maintain budget racking reports, prepare project reports, and ensure financials are closed out monthly for the department program budgets.
• Work with IT, vendors and supervisor to research and implement new technologies to support conference operations, enhance the member experience and streamline internal communication and workflow.
• Identifies gaps and opportunities in attendee experience at our signature programs and conferences. Works with the department to improve upon these standards and discovers ways to enhance the customer journey.
• Work with staff team members, vendors and supervisor to research and implement innovation for conferences to enhance and deliver successful member experiences.
• Works with Collaborate Manager in Volunteer Relations to develop and maintain a process for publishing and maintain volunteer opportunities for upcoming programs.
• Identifies and assesses the training needs of the department. Develop individualized and group training that addresses specific operational needs. Works with the team on establishing training manuals to support these trainings and processes.
• Oversees the creation of Standard Operating Procedures that best support the department. Works on maintaining and updating these as necessary.
• Works with the D&I team and senior staff to update, maintain and manage the accessibility guidelines document to ensure staff and speakers are providing an equal experience for all of our members and guests.
• Oversees and maintains files for yearly contract with various partners to ensure they align with our goals and budget. (ex. AV, GSC, Production, registration platform, virtual meeting platforms, etc.)
• Manage and file for music licensing for respective programs to ensure the association is covered from a liability standpoint.
• Works to create and maintain project lists for each role in the department to ensure staff are maintain continuity in our work.
• Serves as the staff liaison for the M&E Council, planning and executing three meetings per year in addition to the volunteer application and selection process.

Essential Skills

• Strong logistics, project and vendor management required, contract negotiations, and technical and organizational skills are essential.
• Signage management and execution experience.
• Housing and Transportation management experience.
• Ability to develop and manipulate various types of floor plans.
• Research costs for various vendors and activities and present findings in an organized document.
• Superior oral and written skills are required.
• Ability to manage multiple tasks/project work.
• Ability to prioritize projects.
• Ability to deliver quality work on determined deadlines.
• A detailed working knowledge of how the association, hospitality and travel industries operate.
• Ability to learn and manage experience mapping software.
• Ability to utilize mobile technology to implement on-site logistics management and to train others on the meetings logistics team.
• Advanced Computer skills are essential including proficiency in MS Word, Excel, Outlook, PowerPoint and association database management software and be flexible to learn new technology as needed.
• Knowledge of Aptify, ASAEs membership database and eshow, ASAEs registration management system, beneficial.
• Knowledge of virtual meeting platforms.
• Ability to learn and manage meeting specifications in meeting management database as well as general contractor HCC system to manage meeting graphic submissions and approvals.

Required Experience

• Strong logistics, project and vendor management required; contract negotiations and technical and organizational skills are essential.
• The ability to oversee multiple simultaneous projects and to meet deadlines in a fast-paced environment.
• Ability to manage a team with staff of varying levels and experience. 
• Ability to build rapport and develop professional relationships over the phone, email and in written confirmation.
• Effective listening, communication (verbal and written) and customer service skills a must.
• Solid organizational skills and analytical ability with special attention to detail, follow-up, and accuracy.
• Ability to work on a team or independently.
• Knowledge and experience related to profit and non-profit sectors desirable.
• Ability to work productively and collaboratively with a wide range of personalities including displaying good judgment when making time sensitive decisions.
• Desire and ability to grow within the organization and take on new responsibilities and challenges.
• Ability to approach challenges in a solutions-oriented manner.
• Works well under pressure and maintains professional relationships with colleagues.
  
  

Preferred Education and Experience

• Bachelors degree or 12-15 years of meetings and event work experience.
• Bachelors degree in Event Management (or similar) and/or 10+ years work experience.
• Industry designation preferred CMP, CSEP and/or DES.

Financial Requirements

• Oversees budget management for the department. Establish and maintain budget racking reports, prepare project reports, and ensure financials are closed out monthly for the department program budgets.
• Make recommendations to Chief Strategy Officer on new opportunities for sponsorship and ways to reduce spending.
• Track project costs through the year to ensure adherence to specific budgets.
• Reconcile all budgets at the end of the program to ensure reprojections match actuals.
  
  

Other Requirements

• Be able to adopt, communicate, and encourage a team-based approach to projects, as well as work independently.
• Establish and adhere to deadlines and be flexible as project work can frequently change.
• Be a strong communicator and be able to give and follow instructions with minimal guidance.
• Provide appropriate and creative problem resolution.
• Work well under pressure.
• Display good judgment when making complex decisions.
• Build and maintain strong industry relationships with current and prospective business partners.
• Be professional and interact appropriately with volunteer leaders, hotel staff, vendors, convention bureaus/centers and speakers.
• Superior oral and written skills are required.
• Ability to manage multiple tasks/project work.
• Ability to prioritize projects.
• Ability to deliver quality work on determined deadlines.
• Provide logistics support to all signature programs and conferences.

About ASAE

Our organizational members are trade associations and individual membership societies that represent almost every sector of the economy and countless professions. Our 42,000 individual members—association professionals and industry partners—lead, manage, and work in or partner with organizations in more than a dozen association management disciplines, from executive management to finance to technology. Together, they represent 7,300 organizations and create a vibrant community that makes the world smarter, safer, and better every day. With support of the ASAE Foundation, a separate nonprofit entity, ASAE is the premier source of learning, knowledge, and future-oriented research for the association and nonprofit profession and provides resources, education, ideas, and advocacy to enhance the power and performance of the association and nonprofit community. ASAE Business Services, Inc. (ABSI), ASAE’s wholly-owned subsidiary, provides business solutions to the association community that help associations grow and prosper, save time and money, and simplify the business of running an association.

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