Director, Meeting Operations and Engagement

SAE helps associations, and the professionals who lead, manage, and work in them, transform society through the power of collaboration. We are looking for someone to join our team as the Director / Senior Director, Meeting Operations & Engagement. Candidates must be able to work in a diverse, inclusive, and collaborative environment where colleagues are engaged, respect and support each other, hold themselves accountable, and celebrate their work.

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Summary / Objective

This position reports directly to the Chief Strategy Officer to develop scope of work, engagement, event brand and strategic direction for various programs and conferences as well as department operations, processes and procedures. This position works with cross-functional staff at all levels including senior staff and executive leadership; prospective and contracted vendors; and industry partners at all levels. In addition, they are responsible for the planning and executing logistics and related meeting operations functions for ASAEs signature programs and conferences including but not limited to : ASAE Annual Meeting & Exposition, Business of Meetings, and additional programs as needed.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Develop vendor / supplier relationships, issue RFPs and negotiate contracts to support the conferences, such as F&B, A / V, computers, etc., and housing when applicable.
• Plan, successfully execute, and oversee logistics for the ASAE Annual Meeting & Exposition, along with corresponding site visits.
• Works cross departmentally to incorporate their requirements into the logistical placement flow and operations of the meeting.
• Manages the logistics for the Business of Meetings program series.
• Oversees budget management for the department. Establish and maintain budget tracking reports, prepare project reports, and ensure financials are closed out monthly for the department program budgets.
• Work with IT, vendors and supervisor to research and implement new technologies to support conference operations, enhance the member experience and streamline internal communication and workflow.
• Identifies gaps and opportunities in attendee experience at our signature programs and conferences. Works with the department to improve upon these standards and discovers ways to enhance the customer journey.
• Work with staff team members, vendors and supervisor to research and implement innovation for conferences to enhance and deliver successful member experiences.
• Works with Collaborate Manager in Volunteer Relations to develop and maintain a process for publishing and maintaining volunteer opportunities for upcoming programs.
• Identifies and assesses the training needs of the department. Develop individualized and group training that addresses specific operational needs. Works with the team on establishing training manuals to support these trainings and processes.
• Oversees the creation of Standard Operating Procedures that best support the department. Works on maintaining and updating these as necessary.
• Works with the D&I team and senior staff to update, maintain and manage the accessibility guidelines document to ensure staff and speakers are providing an equal experience for all of our members and guests.
• Oversees and maintains files for yearly contracts with various partners to ensure they align with our goals and budget. (ex. AV, GSC, Production, registration platform, virtual meeting platforms, etc.)
• Manage and file for music licensing for respective programs to ensure the association is covered from a liability standpoint.
• Works to create and maintain project lists for each role in the department to ensure staff are maintaining continuity in our work.
• Serves as the staff liaison for the M&E Council, planning and executing three meetings per year in addition to the volunteer application and selection process.

Essential Skills

Required Experience

Preferred Education and Experience

Financial Requirements

Other Requirements

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