Director, Meetings & Events

Tennessee Society of Association Executives; Chicago (IL); Remote; USD 60,000 - 100,000; Full time

Job summary

An established industry player is seeking a skilled Director of Meetings & Events to lead the planning and execution of high-profile conferences. This role requires expertise in managing complex logistics, budget oversight, and collaboration with diverse teams. The ideal candidate will bring at least eight years of experience in large-scale event planning and possess strong negotiation and communication skills. Join a dynamic team that values innovative solutions and exceptional service, and make a significant impact on the success of events that engage and inspire participants. If you're passionate about creating memorable experiences, this opportunity is perfect for you.

Qualifications

• 8-10 years of experience in planning large citywide conferences.
• Strong negotiation skills for housing and vendor contracts.
• Ability to work in a 100% virtual team environment.

Responsibilities

• Manage logistics for city-wide conferences and specialty meetings.
• Oversee budget management and track revenues and expenses.
• Coordinate with vendors and partners to ensure successful events.

Skills

Event Planning

Budget Management

Negotiation

Communication Skills

Problem Solving

Time Management

Education

Bachelor's Degree

CMP Certification

CMM Certification

CAE Certification

Tools

MS Office Suite

ASANA

X-CD

Databases

Acrobat

Job description

Note: APA operates on a 37.5-hour work week with one hour lunch breaks each day. APA sets salaries based on several considerations, including years of relevant experience, level of education, and previous staff and/or governance experience at APA.

The Director, Meetings & Events, will be masterful at meeting logistics and collaboration. Able to implement and coordinate multiple large-scale city-wide, high-profile conferences and specialty meetings within the APA meetings portfolio. The incumbent will be responsible for helping to align the department’s vision, fiscal goals, and planning related to meetings and events. The position reports to the Head of Meetings and Events.

Responsibilities

• Able to handle city-wide conferences and complex business unit structures.
• Staff lead of department timelines, project plans, deliverables, and vendors using ASANA Platform.
• Works in tandem with the Head of Meetings & Events on the annual budget process, including conventions and specialty conferences. Ensure that deadlines are met and that support documents are detailed and match what has been submitted to finance.
• Track revenues and expenses against the approved budget. Manage the budget to goals and report regularly to the Head of Meetings & Events
• Oversees APA housing, working with a third-party partner to manage city-wide room blocks and communicating housing information to attendees, staff, and the Solution Center team.
• Oversee event vendors/partners, including production, audiovisual suppliers, convention centers, and other partners, to effectively manage contract stipulations. This results in excellent operation and experience, delivering ROI to customers, attendees, and vendors.
• Collaborate with the Solution Center Team to confirm exhibition booths for CVB cities to display future cities.
• Responsible for site visit logistics with CVB, including staff coordination for AV, Housing, Wi-Fi, and appropriate Convention Center Vendors.
• Manage the process of posting events on the APA Events Calendar.
• Oversee development and logistics for general sessions in collaboration with the Head of Meetings & Events, and Branding to deliver meaningful and memorable events that result in engaging experiences.
• Review requirements for facilities and review BEOs.
• Provide support during events and in-person onsite execution of events.
• Create an emergency response plan for the convention center and headquarters hotels.
• Create an RFP for specialty events and negotiate contracts based on requirements.
• Manage hiring of temporary convention staff, including registration, security, and EMT.
• Coordinates APA transportation services, including supplier partner selection, contract, and payment(s); routes and schedules; and onsite operations. Manages transportation rebate programs, if applicable.
• Supervise the Meeting and Travel Planner and be the backup person when this person is out of the office.
• Oversee small meeting portfolio in partnership with Meeting and Travel Planner
• Work with the Head of Meetings & Events to align strategic direction and oversee travel. Ensure alignment with organizational goals and objectives.
• Must be able to travel multiple times a year.
• Other duties assigned by the Head of Meetings & Events

Education and Experience Required

• Bachelor’s degree required.
• CMP, CMM or CAE Preferred.
• Minimum of eight to ten years of experience planning and managing large citywide conferences.
• Results oriented – the ability to work quickly, determine priorities, and meet critical deadlines.
• Tech savvy and understands different platforms to enhance their skills and knowledge.
• Must have excellent verbal and written communication skills, with the ability to interact professionally with a diverse group of individuals to ensure exceptional results for events.
• Organization and planning – able to organize tasks; develop realistic timelines and action plans while being sensitive to time constraints and resource availability.
• Strong demonstrated ability to negotiate housing and vendor contracts within budgets.
• Excellent problem-solving ability and ability to function under pressure.
• Exceptional customer service skills to external and internal stakeholders.
• Ability to work in a 100% virtual team environment.
• Be active in the meetings & events community and attend other conferences or events to elevate their education.

Computer Skills Required

• MS Office Suite (TEAMS, WORD, EXCEL, OUTLOOK) – Advanced User
• SHARED DRIVE - Advanced User
• Acrobat – Intermediate User
• Databases – Advanced User
• ASANA – Intermediate User
• X-CD – Intermediate User

About APA:

The American Psychological Association (APA) represents 122,000 psychologists, students, and affiliates, primarily in the U.S. and Canada but also in other countries around the world. APA is a scientific and professional organization with about 500 employees and is categorized as a 501(c)(3) along with its 501(c)(6) companion organization, APA Services, Inc.

Job Location: Remote: APA jobs may be considered for remote work eligibility as defined in APA’s Flexible Work Policy and are subject to approval. Remote work employees may not work from the following states or U.S. territories: Alaska, California, Colorado, Guam, Hawaii, Iowa, Louisiana, Montana, Nebraska, New York, North Dakota, Ohio, Puerto Rico, Rhode Island, U.S. Virgin Islands, Washington, Wyoming.

Application Instructions:

Qualified candidates must apply online through APA’s applicant system and attach a resume and cover letter specifying your salary expectations. Applications that are submitted without both documents are considered incomplete and will not be reviewed for consideration. Once your application is submitted, you will receive a confirmation email. Please make sure to check your Spam folder if you do not receive an email from us.

The American Psychological Association is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, national origin, disability, protected Veteran status, sexual orientation, gender identity, or any other protected categories covered under local law.