Director, Meetings

American Association Of Airport Executives•Alexandria, VA

About The Position

The American Association of Airport Executives (AAAE) meetings team is made up of business event professionals who are responsible for designing, driving, executing and measuring in person meetings that target members, corporates, industry partners, government officials and prospects. The team is a highly visible part of the association that drives business results. AAAE is seeking an experienced Director of Meetings who will be personally responsible for the management and execution of up to 10-15 domestic and international meetings annually ranging from 75 to 2,500 people. This position will play a key role in creating and implementing industry best practices, mentoring a team, and leveraging relationships with internal and external stakeholders to ensure flawless event execution and budgetary oversight. The incumbent will have supervisory responsibilities and reports directly to the Vice President of Meetings.

Requirements

8-10 years of meeting planning experience preferability with an association or association management company
Bachelor’s degree and CMP preferred
5+ years managing a direct report(s)
Ability to travel to assigned meetings as business needs require (including some weekend travel)
Experience managing event websites, meeting apps, AMS systems and event management software
Strong budget management acumen by owning P&L for assigned meetings portfolio. Drive revenue through pricing strategy and expense controls
Ability to forecast financial performance and effectively report details to senior management
Ability to work with a sense of urgency and deliver under tight deadlines, prioritize workload for yourself and direct report(s)
Tech savvy with an ability to think outside the box to find solutions and learn new systems as needed.
Proven record of making sound decisions on one’s own accord while supporting the AAAE mission
Experience with event tech platforms including registration, mobile app, and virtual/hybrid platforms.
Prior use of data analytics and reporting tools
Forward thinking attitude/experience in using AI or other automation in event planning
Strong organizational skills
Excellent customer service
Extensive contract negotiation experience
Team-building skills
Self-motivated
Ability to handle multiple projects simultaneously and meet deadlines
Comfortable with managing a budget
Flexible and adaptable
Exemplary people management skills
Ability to implement projects independently and work with various departments in a team environment
Skilled in Microsoft Office Suite
Database experience are necessary

Nice To Haves

CMP preferred

Responsibilities

Work cross-functionally with internal and external stakeholders to develop innovative meetings that meet the needs of our members
Work in collaboration with hotel partners, host airports, AAAE moderators, marketing and the sales team to create memorable event experiences and robust marketing campaigns that drive attendance and revenue
Assist Vice President of Meetings in management responsibilities of the department to include budgeting, goal development, business processes, marketing and promotion, staff supervision and future planning
Assist in the distribution and assignment of projects within department to ensure that deadlines are met and work is distributed equitably
Manage logistics for assigned meetings through the entire event life cycle. Including contracting, pre-event logistics, onsite logistics and post-event reporting
Assist with annual conference logistics and provide staff support for other select meetings
Assist direct reports with the contract negotiation process using a corporate addendum in conjunction with hotel contracts
Create RFPs and negotiate contracts using the association’s addendum
Create and maintain individual meetings’ websites and registration through iMIS (association’s database) for all assigned meetings
Develop, track, report, and reconcile budgets for assigned meetings
Risk management and contracting to include: Ensure compliance with legal, insurance, and risk mitigation standards, Skillfully negotiate all contract clauses with special attention paid to lower risk in attrition, mitigation, force majeure, and cancellation clauses, Oversee vendor performance and accountability
Supervise and mentor select team members
Leverage industry relationships and event management experience to gain advantageous contract terms and mitigate risk
Maintain history of performance for all assigned meetings
Performs other related duties and assignments as required