Director of Conferences and Events

SUMMARY

The Director of Conferences and Events oversees the planning and execution of multi-day conferences and events, ensuring seamless coordination across teams and vendors. This role is responsible for managing event timelines, logistics, and attendee communications, while also providing leadership in training and customer service for event staff and consultants. The position directly contributes to the Institute’s mission of supporting Congressional excellence by delivering professional and impactful event experiences.

ESSENTIAL JOB FUNCTIONS

• Develop and manage detailed event timelines and schedules, ensuring adherence to task deadlines.

• Create and send attendee communications, including invitations, follow-ups, and updates.

• Coordinate hotel logistics, including room block management, menu selection, and floor plans.

• Manage event budgeting and cost optimization, overseeing all aspects of contract negotiation with vendors.

• Lead customization and utilization of Cvent software for registration, attendee management, and event planning.

• Oversee Cvent event reporting to ensure accurate data tracking and documentation.

• Train and guide staff on event hospitality, customer service best practices, and operational excellence.

• Act as a resource for problem-solving during events, ensuring issues are addressed promptly and professionally.

• Collaborate with AV and security teams to ensure seamless event setup, including all technical and safety requirements.

• Manage supply inventory, event setup, and shipping logistics to and from venues.

SUPERVISORY RESPONSIBILITY

• The Director indirectly supervises all team members involved in event planning by directing the overall process and ensuring task completion. This includes collaboration with the Budgeting, Contracting, Compliance Director, Research Director, and other consultants.

BUDGETARY RESPONSIBILITIES

• The Director is responsible for working within the conference and event budget.

EDUCATION AND EXPERIENCE REQUIREMENTS

• College Degree in Hospitality, Event Management, Marketing, or a related field and experience with large-scale, multi-day event planning of conferences up to 500 attendees is required.

• Certified Meeting Planner (CMP) and Cvent Event Management Certification preferred.

• Congressional experience with a conservative office is preferred.

SKILLS AND KNOWLEDGE REQUIREMENTS

• Expertise in event planning and management software (Cvent).

• Strong organizational, communication, and vendor negotiation skills.

• Proficiency with Google Suite and event reporting and documentation.

• High attention to detail, adaptability, problem-solving, and effective collaboration with executives and board members.

• Ability to identify and solve problems, creating improved standard operating procedures.

• Ability to execute tasks and responsibilities in a timely manner and pursuant to set deadlines.

• Strong verbal and written communication skills.

• Strong interpersonal skills and the ability to work collaboratively with cross-functional teams.

• A strong commitment to maintaining ethical standards and ensuring compliance with all relevant regulations.

• Commitment to the organization’s tenets of Professionalism, Preparedness, Customer Service, and Innovation.

Job Type: Full-time

Pay: $123,000.00 - $140,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Education:

• Bachelor's (Required)

Experience:

• Hospitality: 5 years (Required)
• Events management: 5 years (Required)
• Cvent: 3 years (Required)

License/Certification:

• CMP (Preferred)

Ability to Commute:

• Alexandria, VA 22314 (Required)

Ability to Relocate:

• Alexandria, VA 22314: Relocate before starting work (Required)

Work Location: In person

Salary : $123,000 - $140,000