Senior Meeting Planner

NASBA•Nashville, TN

12d•Hybrid

About The Position

The National Association of State Boards of Accountancy (NASBA) is a growing company who has long been known as one of Nashville's Best Places to Work. We work with regulators and other clients throughout the U.S. to develop products and services to assist with each stage of the CPA lifecycle: exam, licensure and education, as well as other complementary services. Employees at NASBA are the keys to our success. We seek outstanding employees who have a desire to grow with us. At NASBA we take pride in an environment that enables employees at all levels to achieve success. The Senior Meeting Planner is responsible for collaborating with the Chief Communications Officer to plan and execute creative, cost effective meetings and events and supporting the Communications Team in all aspects of its responsibilities.

Responsibilities

Work closely with NASBA staff to understand objectives, timelines, and requirements during the planning process for meetings and events.
Coordinate logistics for each meeting within established budget guidelines.
Develop a logistics plan for each meeting including but not limited to:
Lead budget forecasting for meetings and events.
Develop and prepare effective meeting correspondence, materials, handouts, signage, speaker lists and bios.
Negotiate, coordinate and review to ensure accuracy of site contract details for hotel, lodging (room blocks), catering, meeting rooms, security, offsite activities, and transportation.
Coordinate, assemble and ship conference materials, supplies and equipment.
Coordinate, assemble and distribute digital conference materials and binders.
Coordinate attendee (client) information, registration, and customer service needs.
Coordinate technology requirements and AV equipment needs.
Perform site inspections to determine proper fit and standards for meetings and conferences.
Coordinate venue setup and resolve problems as necessary to ensure event success.
Coordinate event staffing independently and/or as a leader of a team depending on the size and complexity of each event. Provide coaching and training for staff in all components of event and registration services.
Oversee meeting app and all content associated with the platform.
Manage virtual meetings including meeting creation, hosting, and engaging meeting attendees.
Apply knowledge of customer service standards, best practices and NASBA policies to identify, clarify and resolve any potential concerns and ensure events are appropriate for the purpose intended.
Apply knowledge to articulate relevant practices or procedures related to insurance requirements, safety and security, emergency procedures, ADA compliance, photography and copywriting, and any amplified noise policies. Monitor and ensure compliance during each event.
Attend both daytime and evening functions to oversee every aspect of each event.
Serve as both internal and external point of contact for event information.
Maintain proactive, positive, and open lines of communication between clients (member boards and volunteer committee members) and NASBA team members to ensure clear understanding of expectations performed throughout the event cycle.
Create and report post-meeting evaluations.
Preserve meeting history in an organized manner that is accessible to team.
Audit various hotel and vendor related invoices. Provide expense reconciliation following each event and resolve any outstanding billing disputes.
Maintain corporate Meetings Calendar.
Cultivate positive working relationships with key stakeholders.
Travel approximately 25%.
Other duties as assigned

Benefits

Medical/Dental/Vision
Health Reimbursement Account (HRA)
Life Insurance
Short-Term & Long-Term Disability
Numerous Voluntary Policies
Employee Assistance Program
401(k) Plan (NASBA contributes 5.7% of employee’s salary)
Flexible work plan benefit $100 monthly allowance. Parking paid on days in the office.
Holidays (13 days)
Paid leave time - (prorated based on hire date and earned on an accrual basis)
Vacation Leave (15 days)
Sick Leave (12 days)
Personal Days (3 days)
Flex Spending Account (FSA)
Dress for Your Day Casual Dress
Some work from home is flexible; however, you must live in the Middle TN area and not out of state. This is not a full-time remote position, and you must work in the Nashville, TN office two days per week or as needed.