Associate Director, Meetings & Events

PCMA; Rockville (MD); On-site; USD 90,000 - 130,000; Full time

Job summary

The MCAA seeks an Associate Director, Meeting & Events to plan, coordinate, and execute meetings, conferences, and educational programs for our members. This role ensures exceptional service, operational excellence, and financial accountability in every event.

The ideal candidate is organized, proactive, and able to manage multiple priorities, communicate clearly, and build strong relationships with members, partners, and colleagues. Domestic travel may be required.

Qualifications

• Bachelor’s degree or equivalent combination of education and relevant professional experience.
• Minimum of five years of progressively responsible experience in meeting, conference, or event planning.
• Experience managing multiple meetings or conferences simultaneously.
• Experience preparing and distributing RFPs, evaluating venue proposals, and negotiating hotel and event contracts.
• Experience developing event budgets, monitoring expenditures, reconciling invoices, and managing vendor payments.
• Strong organizational skills and the ability to manage multiple projects and deadlines.
• Excellent written and verbal communication skills.
• Demonstrated ability to work independently, exercise sound judgment, and take ownership of assigned responsibilities.
• Exceptional customer service skills and the ability to establish positive working relationships with a variety of stakeholders.
• Proficiency in Microsoft 365 applications, including Excel, Word, Outlook, Teams, and PowerPoint.
• Ability and willingness to travel regularly and work evenings or weekends as required by event schedules.

Responsibilities

• Manage meetings, conferences, and educational programs from planning to on-site execution and post-event reconciliation.
• Develop and communicate comprehensive event specifications, including meeting room configurations, food and beverage, audiovisual requirements, transportation, and other logistical arrangements.
• Coordinate with hotels, venues, and service providers to ensure the accurate and timely delivery of event requirements.
• Oversee on-site event operations, including vendor coordination, room setups, attendee services, and the resolution of logistical challenges.
• Maintain organized event timelines, planning documents, and operational records to ensure continuity throughout the planning process.

Skills

Organizational skills

Communication skills

Ownership & accountability

Travel readiness

Education

Bachelor’s degree or equivalent

Tools

Microsoft 365 (Excel, Word, Outlook, Teams, PowerPoint)

Job description

The Associate Director, Meeting & Events plays an important role in delivering the meetings, conferences, and educational programs that connect MCAA members, advance professional development, and strengthen the mechanical contracting industry. This position is responsible for the planning, coordination, and execution of assigned meetings and conferences, ensuring that each event reflects MCAA’s commitment to exceptional member service, operational excellence, and financial responsibility.

The successful candidate is an organized, resourceful, and service-oriented professional who takes ownership of responsibilities, anticipates needs, communicates proactively, and works effectively both independently and as part of a team. This highly visible position requires sound judgment, strong attention to detail, and the ability to manage competing priorities while maintaining positive relationships with members, colleagues, and industry partners.

Conference Planning & Execution

• Manage assigned meetings, conferences, and educational programs from initial planning through successful on-site execution and post-event reconciliation.
• Develop and communicate comprehensive event specifications, including meeting room configurations, food and beverage, audiovisual requirements, transportation, and other logistical arrangements.
• Coordinate with hotels, venues, and service providers to ensure the accurate and timely delivery of event requirements.
• Oversee on-site event operations, including vendor coordination, room setups, attendee services, and the resolution of logistical challenges.
• Maintain organized event timelines, planning documents, and operational records to ensure continuity throughout the planning process.

Financial Management

• Review hotel and vendor proposals, contracts, and banquet event orders for accuracy, completeness, and alignment with event requirements and budgets.
• Reconcile hotel and vendor invoices, resolve billing discrepancies, and coordinate payment processing with the Accounting Department.

Member Service and Stakeholder Relationships

• Serve as a professional and responsive point of contact for members, attendees, exhibitors, vendors, and other event stakeholders.
• Build and maintain positive working relationships with MCAA members, committee representatives, hotel partners, and industry suppliers.
• Anticipate attendee needs and respond promptly and effectively to event-related questions, concerns, and requests.
• Represent MCAA professionally in all interactions, ensuring that the organization’s reputation for exceptional service is reflected throughout the event experience.

Internal Collaboration and Communication

• Work closely with MCAA internal departments to support the successful delivery of assigned programs.
• Communicate proactively with colleagues and stakeholders regarding planning progress, deadlines, decisions, and potential challenges.
• Maintain accurate and accessible event records to support departmental coordination and continuity.
• Contribute to a collaborative team environment by sharing information, supporting colleagues, and participating in departmental planning and process improvements.

Success in this position is demonstrated through consistent ownership of assigned responsibilities, effective collaboration, and the delivery of exceptional member experiences.

A successful Associate Director, Meeting & Events:

• Independently manages assigned events, ensuring that planning milestones, logistical requirements, and financial responsibilities are completed accurately and on time.
• Anticipates potential challenges, communicates concerns early, and develops practical solutions with appropriate involvement from colleagues and leadership.
• Maintains strong working relationships with program directors, colleagues, members, and external partners through clear communication and reliable follow-through.
• Delivers consistently positive member experiences while maintaining MCAA’s professional standards and approved event budgets.
• Demonstrates sound judgment and adaptability when responding to changing priorities and unexpected circumstances.

Required Qualifications

• Bachelor’s degree or equivalent combination of education and relevant professional experience.
• Minimum of five years of progressively responsible experience in meeting, conference, or event planning.
• Demonstrated experience managing multiple meetings or conferences simultaneously.
• Experience preparing and distributing RFPs, evaluating venue proposals, and negotiating hotel and event contracts.
• Experience developing event budgets, monitoring expenditures, reconciling invoices, andmanaging vendor payments.
• Strong organizational skills and the ability to manage multiple projects and competing deadlines.
• Excellent written and verbal communication skills.
• Demonstrated ability to work independently, exercise sound judgment, and take ownership of assigned responsibilities.
• Exceptional customer service skills and the ability to establish positive working relationships with a variety of stakeholders.
• Proficiency in Microsoft 365 applications, including Excel, Word, Outlook, Teams, andPowerPoint.
• Ability and willingness to travel regularly and work evenings or weekends as required by event schedules.

Preferred Qualifications

• Experience working in a trade association, professional society, or other membership-based organization.
• Familiarity with association management systems, event registration platforms, and database management.
• Experience with Salesforce and Fonteva.
• Professional meeting or event management certification, such as the Certified Meeting Professional (CMP) designation.