Associate Director of Meetings and Events

DESCRIPTION:

The Associate Director, Meetings & Events, will be masterful at meeting logistics and collaboration. Able to implement and coordinate multiple large-scale city-wide, high-profile conferences and specialty meetings within the APA meetings portfolio. The incumbent will be responsible for helping to align the department’s vision, fiscal goals, and planning related to meetings and events. The position reports to the Sr. Director, Meetings and Events.

EDUCATION AND EXPERIENCE REQUIRED:

• Bachelor’s degree required.
• CMP, CMM or CAE Preferred.

• Minimum of eight to ten years of experience in planning and managing large complex events Results oriented – the ability to work quickly, determine priorities, and meet critical deadlines.
• Tech savvy and understands different platforms to enhance their skills and knowledge.
• Must have initiative, be organized, multi-task, and efficiently manage many projects simultaneously to achieve desired outcomes.
• Must have excellent verbal and written communication skills, with the ability to interact professionally with a diverse group of individuals to ensure excellent results for events.
• Organization and planning – able to organize tasks; develop realistic timelines and action plans while being sensitive to time constraints and resource availability.
• Must commit to professional, ethical standards and confidentiality with financial issues.

• Strong demonstrated ability to negotiate contracts and manage budgets.
• Excellent problem-solving ability and ability to function under pressure.
• Exceptional customer service skills provided to external and internal stakeholders.
• Ability to work in a virtual team environment.
• Active in the meetings & events community and attend other conferences or events to elevate their education.

COMPUTER SKILLS:

MS Office Suite (TEAMS, WORD, EXCEL, OUTLOOK) – Advanced User

SHARED DRIVE - Advanced User

Acrobat – Intermediate User

Databases – Advanced User

ASANA – Intermediate User

X-CD – Intermediate User

RESPONSIBILITIES:

• Requires 8 – 10 years of progressive meeting and event experience in association meetings, conferences, and events.
• Able to handle city-wide events and complex business unit structures.
• Staff lead of department timelines, project plans, deliverables, and vendors using ASANA Platform.
• Works in tandem with Sr. Director on annual budget process to include convention and specialty conferences. Ensures that deadlines are met, support documents are detailed and match what has been submitted to finance.
• Track revenues and expenses against the approved budget. Manage the budget to goals and report regularly to the Sr. Director, Meetings & Events
• Oversees APA housing, working with a third-party partner to contract and manage city-wide room blocks, communicating housing information to attendees and Solution Center team.
• Will work with program manager on event vendors/partners to include production, audio visual supplier, convention centers, and other partners to effectively manage contract stipulations resulting in an excellent event operation and experiences that deliver ROI to customers, attendees, and vendors.
• Collaboration with Solution Center Team to confirm Exhibition Booths for CVB cities to display future cities.
• Responsible for site visit logistics with CVB, including staff coordination for AV, Housing, Wi-Fi, and appropriate Convention Center Vendors.
• Manage the process of posting events on the APA Events Calendar.
• Oversee development and logistics for general sessions in collaboration with the Sr. Directors, Meetings & Events, and Branding to deliver meaningful and memorable events that result in engaging experiences.
• Review requirements for facilities and review BEOs.
• Provide support during events and in-person onsite execution of events.
• Create an emergency response plan for the convention center and headquarter hotels.
• Create an RFP for specialty events and negotiate contracts based on requirements.
• Manage hiring temporary convention staff, including registration, security and EMT.

• Coordinates APA transportation services, including supplier partner selection, contract, and payment(s); routes and schedules; and onsite operations. Manages transportation rebate programs, if applicable.
• Supervise a team of one.

• Other duties as assigned by the Senior Director, Meetings & Events.

About APA:

The American Psychological Association (APA) represents 122,000 psychologists, students, and affiliates, primarily in the U.S. and Canada but also in other countries around the world. APA is a scientific and professional organization with about 500 employees and is categorized as a 501(c)(3) along with its 501(c)(6) companion organization, APA Services, Inc.

Job Location: Remote: APA jobs may be considered for remote work eligibility as defined in APA’s Flexible Work Policy and are subject to approval. Remote work employees may not work from the following states or U.S. territories: Alaska, California, Colorado, Guam, Hawaii, Iowa, Louisiana, Montana, Nebraska, New York, North Dakota, Ohio, Puerto Rico, Rhode Island, U.S. Virgin Islands, Washington, Wyoming.

Application Instructions:

Qualified candidates must apply online through APA’s applicant system and attach a resume and cover letter specifying your salary expectations. Applications that are submitted without both documents are considered incomplete and will not be reviewed for consideration. Once your application is submitted, you will receive a confirmation email. Please make sure to check your Spam folder if you do not receive an email from us.

The American Psychological Association is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, national origin, disability, protected Veteran status, sexual orientation, gender identity, or any other protected categories covered under local law.

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