Meetings & Events Manager

National Association of Convenience Stores•Alexandria, VA

12d•$85,000 - $100,000•Onsite

About The Position

NACS is seeking a highly organized, motivated, team-oriented and customer-service-focused meetings and events professional to manage key organizational events. The Meetings & Events Manager leads the logistical planning and preparation of assigned meetings, special events and conferences, from initial planning through post-event reporting. The role is based onsite at NACS Headquarters in Alexandria, Virginia, with approximately 10% travel and some Work From Anywhere days. The manager serves as lead planner for approximately five NACS events each year, which may range from small dinners to large tradeshows and may include international events. The manager oversees venue selection and contracting, meeting logistics, registration, budgets, vendors, project teams and onsite execution. The position also provides support for the annual NACS Show and other NACS meetings as needed. Success requires strong planning, communication, collaboration, customer service, organization and problem-solving skills, as well as flexibility and the ability to manage competing priorities.

Requirements

At least 5 years of meeting-planning experience.
Excellent interpersonal and cross-functional collaboration skills.
Strong verbal and written communication skills.
Ability to drive projects from inception through completion with minimal oversight.
Understanding of budgeting and accounting processes.
Strong organizational and time-management skills, including the ability to work efficiently in a fast-paced environment.
Excellent computer skills, including Microsoft Excel, Word, PowerPoint and Outlook.
Ability to adapt to changing priorities and provide excellent service under pressure.

Nice To Haves

Hospitality and event-management background.
Association experience.
Bachelor’s degree.
Familiarity with Cvent Social Tables, Map Your Show and HubSpot.
General understanding of an expo.
Certified Meeting Professional (CMP) and/or Project Management Professional (PMP) certification.

Responsibilities

Plan, coordinate and implement assigned meetings, special events and conferences throughout their full life cycle.
Serve as lead planner for approximately five NACS events annually, including events that may be international and range from small dinners to large-scale tradeshows.
Research destinations and venues, select sites, and negotiate contracts for assigned events.
Coordinate event logistics, including timelines, hotel and travel arrangements, registration, customer service, event confirmations, event design, graphics, audiovisual requirements, transportation, staffing, badges and tent cards, and domestic and international shipping.
Manage the full registration process, including registration builds, reporting, invoicing, inventory management, VIP registrations and badging.
Lead cross-functional project teams and collaborate across functions to ensure successful event execution.
Develop and manage event budgets, and execute assigned meetings on or under budget.
Manage equipment, supply, graphic, print and shipping orders for meetings.
Coordinate multiple vendors per event, including facilities and venues, general contractors, stage production companies and destination management companies.
Manage concurrent projects and deliver them in a timely and organized manner.
Manage post-event activities, including invoice reconciliation, final budget reports, post-event data reporting and survey distribution.
Support the NACS Show, including possible Executive Committee and VIP transportation, Supplier Board Dinner and Hunter Club Lounge staffing, as well as other responsibilities as needed.
Develop event experiences through creative planning of décor, entertainment, attendee amenities, logistical flow, room setups and networking opportunities, while considering emerging industry trends.
Maintain an in-depth understanding of food and beverage and working knowledge of banquet event orders (BEOs).
Provide pre-event and onsite support for domestic and international NACS meetings and events as needed.
Communicate event details to stakeholders and respond to member inquiries and requests, including those from highly engaged members and VIPs.
Deliver excellent service to internal and external customers.
Perform other duties as assigned.