The California Water Environment Association (CWEA) has an exciting opportunity for a Senior Manager, Meetings and Exhibits to join our collaborative team! If you are a proactive, solutions-oriented professional, this could be the perfect opportunity for you to grow, have fun and put your creativity and organizational skills to work.
The Senior Manager, Meetings & Exhibits plans and manages association conferences, exhibitor opportunities, workshops and events in collaboration with volunteer committees and partner organizations. In addition, this position will train and manage the education coordinator, temporary administrative staff and onsite contracted support.
Manage the meeting planning and exhibit activities for the P3S Annual Conference (February), Annual Conference (April/May), Northern Safety Day (October), specialty workshops (ongoing) as well as any new training events by working with volunteer committees and outside partners. This support may include creation of a detailed project timeline; coordination of marketing efforts with the Marketing & Communications Department; arrangement/contracting of venues, vendors and other logistical details; scheduling staff/volunteers to assist onsite and other tasks.
Collaborate with and support volunteer committees and outside partners (as related to training programs and events) by scheduling planning meetings; developing meeting agendas; attending meetings; taking/distributing meeting notes; and providing info and direction (as necessary) for the success of the program/event.
Contribute to exhibitor strategies involving exhibit hall layout, pricing and logistics.
Oversee promotion of exhibitor opportunities, exhibitor registration/customer service, exhibitor booth placement/selection, exhibitor materials, exhibit hall decorator/general services vendor, onsite security and onsite exhibitor check-in/registration desk.
Collaborate with marketing/communication team on sponsorship planning, promotion and execution of benefits.
Gather content for and proof conference, program and event materials such as promotional brochures, flyers and websites; registration forms and other distributed conference materials.
Create RFPs for conference/exhibit hall space, manage a third-party site selection company, conduct site visits, select appropriate venues and negotiate contracts. Interface with hotels, convention centers, alternative meeting and exhibit venues, member agency facilities, caterers, audio visual providers and other vendors.
Conduct budget research and create/maintain projections/actuals. Process bills, invoices and check requests.
Collaborate on conference and program evaluation forms and assist with final compilation and reporting of evaluation results. Analyze the evaluation results and propose improvements to improve, enhance and/or grow future conferences and programs.
Foresee, prevent and manage crisis situations effectively through advance risk assessment and crisis management planning.
Five or more years of experience producing and managing conferences, trade shows and workshops, preferably in a volunteer-driven organization
Two or more years of experience managing and training staff
Certification in meeting planning (CMP/CMM), exhibits management (CEM) and/or association management (CAE) preferred
Knowledge of meeting planning, trade show and hospitality terminology and trends
Skills and Abilities Required:
Serve as a team leader, team member and independent contributor
Develop and meet schedules and deadlines
Communicate clearly and concisely, both orally and in writing
Work effectively and cooperatively with meeting industry service providers, contractors, vendors, suppliers, volunteers and CWEA staff (in person, by phone and through email)
Utilize our association management system (Netforum), Microsoft Office suite, online software/tools (such as CadmiumCD, eShow, a2z, Survey Monkey, Sign-Up Genius, Doodle, Real Magnet, Trello, Teamwork, etc.) and other technology to manage conferences/trade shows and to enhance the attendee, speaker and exhibitor experiences
Position will travel to conferences, trade shows, workshops, committee meetings and site visits throughout California approximately eight - twelve times per year (1 to 5 days duration each).
CWEA makes available and pays toward the cost of medical, dental, vision, and life insurance for regular employees. For calendar year 2017, CWEA will pay 100% of employee’s coverage and 60% of dependents’/spouse’s coverage. Coverage runs from the beginning of the month to the end of the month. There is a 30-day waiting period.
CWEA also provides a retirement plan contribution paid into a SEP IRA through Morgan Stanley. Retirement benefits begin to accrue following the end of the six-month probation period and are paid annually, directly to Morgan Stanley, in a lump sum after the end of the CWEA fiscal year, June 30. The budgeted contribution for FY 17-18 is 5% of gross annual salary for the eligible period.
CWEA allows for employee tax deferred contributions to a 457 (b) plan through payroll.
CWEA allows you to accrue paid personal leave (sick time and vacation time) at the rate of 20 paid leave days per year up to five years of service; Maximum accrued balance is 45 days.
CWEA recognizes 11 holidays during the year.
There is free parking right next to our building and a free morning/afternoon shuttle to/from the closest BART station (Coliseum).
Work from home days and a compressed alternative Friday off schedule may be possible after the first 6 months.
Interested candidates should submit a cover letter with salary requirements and resume. Persons from outside the San Francisco Bay Area are welcome to apply, but unfortunately we are not able to assist with any relocation expenses.
About California Water Environment Association (CWEA)
The California Water Environment Association (CWEA) is dedicated to the education and effectiveness of California's wastewater professionals through training, certification, dissemination of technical information, and promotion of sound policies to benefit society through protection and enhancement of the water environment.