Senior Marketing Specialist, Events and Meetings

Description

Job Identification:

• Title:                     Senior Marketing Specialist, Events and Meetings  
• Reports to:            Program Manager, Events and Meetings      
• Department:          Marketing and Communications Department
• Location:               Alexandria, VA
• Grade:                   18
• FLSA Status:        Exempt

Statement of Purpose

The Senior Marketing Specialist, Events and Meetings provides comprehensive support for the planning, coordination, and execution of NIB's internal and external meetings, events, and conferences while contributing to marketing and business development initiatives. This role manages logistics, develops marketing strategies, and fosters relationships to drive engagement and growth.

Responsibility for Work of Others

• Outside Vendors
• Sponsors
• Potential Guest

Business Communications

• Employees in Other Divisions – Frequently
• Supervisory Personnel -Ongoing
• Associated Agency Personnel – Frequently
• Federal and/ or State Government Agencies – Occasionally
• Vendors - Frequently

Education

Bachelor’s degree from a regionally accredited university or college preferred. An equivalent combination of experience and education may also be acceptable. Certified Meeting Planning certification preferred.

Training and Specialized Knowledge

• Strong organizational and multi-tasking skills. Ability to prioritize work, meet deadlines, pay attention to details, and thrive in a fast-paced environment. Good interpersonal skills with the ability to interact in a positive manner with diverse and demanding clientele using a high degree of tact and discretion with emphasis on flexibility and professionalism.
• Computer skills include Microsoft Office Suite, Monday.com, HubSpot and other project management digital platforms.
• Knowledge of Cvent suite, Smart Table, and other event planning software required.
• Knowledge of virtual meeting and event platforms, including Zoom.
• Researching and maintaining a lead-generation and sponsorship database.

Core Competencies

• Accountability
• Communication Skills
• Ethics /Integrity
• Customer Care
• Job Knowledge/ Technical Skills
• Process Improvement

Experience

Six or more years of meeting planning experience required. Certified Meeting Planning (CMP) certification preferred.

Travel

 Approximately 15% as required for conferences, meetings, and other events.

Specific Duties and Responsibilities:

Event Planning and Coordination:

• Participate in the planning and execution of all internal and external meetings and events, ensuring each event is meticulously organized and flawlessly executed.
• Manage detailed event budgets, ensuring cost-effective operations while maintaining high-quality standards.
• Participate in helping the Program Manager, Events and Meetings with the logistical aspects of events, including venue setup, audiovisual requirements, catering, transportation, and entertainment and other accommodations.
• Coordinate development and distribution of event materials, such as agendas, invitations, programs, social media, conference app, presentations and promotional content.

Stakeholder Collaboration and Relationship Management:

• Work closely with internal departments to understand event requirements, objectives, and expectations.
• Establish and maintain strong, positive relationships with external vendors, partners, and clients, negotiate contracts and ensure service quality.
• Serve as the primary point of contact for clients and stakeholders, ensuring their needs and expectations are met with the highest level of professionalism and responsiveness for internal, external and event center events.

Operational Excellence and Problem Solving:

• Ensure all events are executed to the highest standards, consistently reflecting the company’s brand, values, and commitment to excellence.
• Follow implemented event processes, procedures, and quality control measures to ensure efficiency, effectiveness, and continual improvement.
• Proactively identify and address any issues or challenges that arise during the planning or execution of events, demonstrating strong problem-solving skills and maintaining a calm and professional demeanor.

Sponsorships Management

• Develop and implement a comprehensive sponsorship strategy for events and programs
• Identify and cultivate potential sponsors to secure funding and in-kind contributions.
• After identifying and engaging potential sponsors, follow up promptly to reinforce proposals, address any questions, and demonstrate continued interest.
• Provide tailored updates, highlight mutual benefits, and maintain consistent communication to solidify the partnership.
• Manage sponsorship agreements, ensuring deliverables are met and sponsorship agreements fulfilled.
• Collaborate with marketing, business development and events teams to create compelling sponsorship packages and presentations.

This job description does not imply that these are the only duties to be performed by this employee.  The incumbent in this position will perform such other tasks as may be required for the effective operation of the Division/Department at the request by his/her supervisor.

NIB IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER

NIB is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, or protected Veteran status.

Qualifications

Salary : $70,000 - $80,000