PRIMARY FUNCTION 1: Meeting planning (80%) Lead planner on approximately 5-7 NACS Conferences annually. Of which may include, Annual Strategy Conference, CEO Summit, Fuel Institute Annual Meeting, New Board Orientation/Executive Committee Meeting and beyond. - Venue selection to include: destination/venue research, site selection, contract negotiations for any given event.
- Coordinate all meeting logistics for assigned events – management of hotel/travel/registration inquiries, event confirmations, event design, graphic designs, AV requirements and stage production, transportation, badge/tent card production, shipping (domestic and international)
- Coordinate registration processes with IT, Data team and Marketing for each project
- Ability to work independently and cross functionally depending on the project
- Coordinate or assist in budget development and management for each assigned event and/or conference.
- Maintain communication with NACS Board of Directors, Executive Committee, and Supplier Board as it relates to calendar appointments, transportation, and NACS day-to-day communications
- Manage equipment orders, supply orders and shipping procedures for Meetings
- Work cross functionally with internal departments including, but not limited to, Marketing, Educational Content, Web design, IT and Data
- Ability to manage multiple vendors per event to include facilities/venues, General Contractor, Stage Production company and Destination Management Company
- Ability to manage multiple current projects at once, while forward thinking and delivering in a timely and organized manner
- Manage post-event procedures including invoice reconciliation, final budget reports and post event data reporting and survey distribution
- NACS Show: primary responsibilities may include Executive Committee transportation, Supplier Board dinner, and NACS liaison to the Board dinner. Other responsibilities as needed
- Maintaining the highest level of customer service, always, and executing events at the highest professional level
- Thinking creatively to design over all event experiences from décor, entertainment, logistical flow, room set ups, incorporating emerging industry trends and expanding on networking opportunities
- In depth understanding of food and beverage and intimate knowledge working with BEOs
- Provide onsite support at other NACS meetings as needed
PRIMARY FUNCTION 2: Provide exemplary communication/service to internal and external contacts (20%) - Act as liaison for internal and external communications regarding meeting details with NACS staff, members and vendors, including support and maintenance of information requests.
- Familiarizing yourself with NACS VIPs, Hunter Club contacts, EC and Board members and their respective assistants and managing the communications regarding events and over all NACS needs
QUALIFICATIONS - Strong customer service, organizational and hospitality skills
- Proficiency in MS Office computer applications, including MS Word, Excel and Outlook are required
- Understanding of customer database applications (CRM) (netForum) a plus
- Understanding of basic budget and accounting processes
- Ability to travel heavily throughout the year (approx. 40%) and schedule flexibility, both domestic and international
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