The Assistant Director of Meetings and Events is a highly visible role which demands extensive customer service skills, a high level of professionalism and willingness to handle all planning and administrative details of meetings and events. The ideal candidate must thrive in a challenging and fast-paced atmosphere where prioritizing and multi-tasking are the norm. Exceptional attention to detail and first-class organizational skills are mandatory. This dynamic position will report to the Director of Meetings and Education and work in a team environment to produce events, meetings, and additional projects as required.
DCA is committed to providing excellent customer service and creating quality experiences for our members. If you are creative, energetic, and passionate about event planning, please send your contact information, resume, and salary expectations to: firstname.lastname@example.org
Position Overview: We are seeking an experienced Meetings and Events Manager/Director with a minimum of 7 years of relevant professional experience. As the Assistant Director of Meetings and Events you will be responsible for producing and managing all aspects of meetings and events for our organization. This role requires exceptional organizational skills, attention to detail, and the ability to effectively communicate with diverse stakeholders. You will play a crucial role in ensuring the successful execution of meetings, conferences, and other related events. The intention of this position is to fill the role of Director within two years.
Project Planning: Develop comprehensive project plans for annual convention for 500-600 people and 4-6 meetings and events annually, including timelines, budgets, resource allocation, and risk management strategies.
Stakeholder Management: Collaborate closely with internal and external stakeholders, including executives, sponsors, department heads, vendors, and event partners, to understand their objectives, requirements, and expectations.
Meeting Design: Produce and orchestrate in the conceptualization, design, and development of meeting agendas, content, and formats to ensure they align with the organization's goals and objectives.
Negotiation & Contracting: Will negotiate hotel contracts, speakers, DMC’s, entertainment, and other key vendors.
Logistics Management: Oversee all logistical aspects of meetings, including venue selection, contract negotiation, travel arrangements, accommodations, audio-visual equipment, audio visual production, DMC services, marketing plan and other necessary services.
Team Coordination: Lead and supervise a team of professional event staff, volunteers, creative production team and external vendors, ensuring efficient and effective collaboration throughout the event planning and execution process.
Budget Oversight: Develop and manage budgets for the annual convention exceeding $1 million per annum and other meetings or events, ensuring cost-effective planning and adherence to financial constraints.
Risk Assessment and Mitigation: Identify potential risks or challenges associated with meetings and events and develop contingency plans to mitigate them.
On-Site Event Management: Provide on-site leadership and coordination during meetings and events, ensuring seamless execution and troubleshooting of any unforeseen issues that may arise.
Post-Event Evaluation: Analyze post-event evaluations to measure the success of meetings and events, gather feedback, and identify areas for improvement.
Industry Knowledge: Stay abreast of industry trends, emerging technologies, and best practices in meeting and event management, and implement innovative strategies to enhance the overall event experience.
Minimum of 7 years of professional experience in meeting and event management, preferably in a leadership role, with a proven track record of successfully producing large and complex projects.
Experience in managing a multi-faceted team of professionals.
Strong organizational skills with the ability to multitask, prioritize, and meet deadlines in a fast-paced environment.
Excellent interpersonal and communication skills, with the ability to effectively engage and collaborate with stakeholders at all levels.
Comprehensive knowledge of event planning and execution, including logistics, vendor management, budgeting, negotiations, and risk assessment.
Exceptional attention to detail and ability to maintain a high level of accuracy in all aspects of work.
Strong leadership and team management skills, with a proactive and collaborative approach.
Flexibility to travel (approximately 20%) and work irregular hours, including evenings and weekends, as required by event schedules.
Proficient in Microsoft Office including Excel and Word.
Professional certifications in event management (e.g., CMP) are highly desirable.
Distribution Contractors Association (DCA), a Richardson, TX based nonprofit trade association, is seeking an Assistant Director of Meetings and Events to join our professional events team to produce and execute successful meetings and events throughout North America.