General Position Description

Duties and responsibilities

• Prepares all logistical documentation for association events and meetings.
• Responsible for timeline development for all meetings.
• Responsible for all coordination with APA’s audiovisual provider, general service contractor, and destination management company for all pre-conference and on-site needs.
• Participates in budget preparation and maintains appropriate budget records and assists with budget forecasting.
• Manages NPC mobile workshop program logistics, including preparing overall schedule, assigning ticket costs, coordinating transportation.
• Reconciles post-meeting invoices and prepares financial summary reports.
• Manages all non-educational related activities contained within the conference program (meetings, special events, receptions, ticketed workshops).
• Collaborates with marketing department to prepare overall marketing plan, timeline, and required materials.
• Responsible for pre-conference training and post-conference debrief with staff.
• Participates in all NPC Committee meetings and serves as main staff contact for all local subcommittee members.
• Provides guidance to APA staff on all technology-related initiatives and advancements related to NPC and other meetings.
• Participates in all pre-conference site visits.
• Collaborates with staff to prepare and manage the APA Pavilion and Tech Zone.
• Assists with future site selection, including preparing reports and providing necessary research and data.
• Provides customer service assistance as required related to all meeting questions.
• Supports the Education department as needed to assist with proposal, session, and speaker management.
• Supervises the Meetings Associate and any contractual employees within the department.  

Qualifications (Education and Experience)

• B.A. Degree preferred. Minimum of 5-7 years’ meeting planning experience required. Association background a plus. CMP preferred.
• Three or more years of experience in hiring, supervision of staff, team building, budgeting, and program management required.
• Strong oral and written communication skills with a customer service orientation required.
• Excellent organizational skills with the ability to coordinate multiple projects simultaneously required.
• Ability to work independently and collaboratively, depending upon the project, and to use problem-solving logic required.
• Willingness to travel approximately 10 times per year required.
• Proficient in Microsoft Office, databases, and meeting technologies required.
• Ability to project a favorable and professional image of APA to members, vendors, staff, and the public required.
• Ability to build relationships with clients, vendors and other industry-related professionals required.