Director of Meeting Logistics, Executive Networking Groups

National Association of Home Builders•Washington, DC

7d•$110,000 - $115,000

About The Position

NAHB is seeking a Director of Meeting Logistics to lead the planning, coordination, and execution of meeting logistics for NAHB’s Executive Networking Groups. This role is responsible for overseeing the logistics team and ensuring that club meetings are planned and executed accurately and in accordance with established program procedures. This role is unique in its oversight of the full logistics lifecycle – from hotel sourcing, contract negotiation, registration coordination, room block management, meeting specifications, transportation arrangements, invoice reconciliation, and club billings – while also serving as the key staff person responsible for strengthening logistics processes, supporting staff development, and ensuring a high-quality member experience.

Requirements

Bachelor’s degree in management, conference planning, hospitality, event management, or a related field, or an equivalent combination of education, training, and experience.
Minimum of five years of association meeting planning, conference planning, hospitality, or related logistics management experience.
Experience with hotel contract negotiation, meeting specifications, banquet event orders, transportation logistics, room block management, and meeting expense reconciliation is required.
Strong customer service orientation, excellent attention to detail, and effective written and verbal communication skills are required.

Nice To Haves

Demonstrates strong initiative, sound judgment, and the ability to manage multiple meetings, contracts, deadlines, and stakeholder expectations with accuracy and professionalism.
Ability to lead, train, motivate, and support staff while fostering accountability, collaboration, and consistent application of program procedures.
Strong knowledge of hotel sourcing, contract negotiation, meeting specifications, banquet event orders, room block management, transportation logistics, invoice reconciliation, and meeting billing processes.
Experience managing budgets, meeting expenses, accounts payable processes, and post-meeting billing reconciliation.
Demonstrated ability to communicate clearly and professionally, including the ability to manage difficult conversations and resolve meeting-related issues with a solution-oriented approach.
Ability to build and maintain positive working relationships with members, volunteers, facilitators, staff, hotels, speakers, restaurants, transportation providers, and other organizational partners.
Experience working with member volunteers, association members, or similar stakeholder groups as well as supervising staff and managing team performance is preferred.

Responsibilities

Manage the day-to-day operations of the Executive Networking Groups logistics team, including direct supervision, training, guidance, and support of meeting managers responsible for club meeting logistics.
Oversee the hotel sourcing and site selection process for club meetings, including venue recommendations, hotel availability reports, contract requests, and final contract execution.
Responsible for the oversight, management, and execution of approximately 100 hotel contracts per year, ensuring that all contracts follow legal and internal accounting requirements, include negotiated terms and concessions, and meet established deadlines.
Ensure meeting managers are trained in program policies and procedures, NAHB requirements, logistics timelines, registration processes, room block management, meeting specifications, banquet event orders, transportation arrangements, and club billing procedures.
Monitor logistics deadlines, deposits, invoices, contract schedules, required reports, and post-meeting reconciliation to ensure work is completed accurately, on time, and in accordance with established procedures.
Oversee the timely processing of hotel deposits and invoices and ensure club billings accurately reflect meeting expenses, so NAHB is reimbursed by club members for expenses paid prior to the meeting.
Work closely with meeting managers to resolve logistics-related issues, support consistent application of program policies, and ensure quality customer service is delivered to club members.
Develop and maintain strong working relationships with program facilitators to ensure club needs are met and facilitators are prepared for onsite meeting execution.
Assist the AVP, Executive Networking Groups with strategic objectives, process improvements, committee support, program expansion.
Travel of up to five (5) nights at the annual International Builders’ Show to support program delivery.