Purpose and General Description

Under general supervision from the Director, Human Resources and Administration, this position will manage and execute all aspects of meeting planning to include RFP management, site selection, contract negotiation, budget development, vendor management, catering, registration, audio visual, post-event reporting; monitor airline travel and ticket purchases for domestic and international flights; manage travel related vendors; maintain travel related processes, forms and procedure documents.

This position will also provide management, coordination and hands-on delivery of comprehensive service and support to members and other NASTAD stakeholders as appropriate. Responsibilities include initial member welcome/orientation, the maintenance of systems and procedures that support these functions; and, work to fulfill NASTAD’s mission, goals and objectives within the limitations of agency resources and policies and within federal grant requirements.

Essential Functions
Meetings and Travel General Duties

Maintain NASTAD meetings calendar
Build and maintain relations with vendors and suppliers
Develop and maintain standardized templates for invitations, badges, etc
Develop and maintain other systems for efficient event planning
Maintain relationships with members as related to NASTAD events

Meeting Planning and Execution

In advance of events, meet with staff to establish complete requirements
Develop and maintain event execution plans, timelines, materials
Assist in budget development, track expenses, event revenue and budget reconciliation
Conduct site selections that meet budget and logistical requirements
Negotiate hotel and vendor contracts including catering and audio-visual
Manage online registration system for meetings
Interface with meeting sponsors and exhibitors to ensure that sponsorship and exhibitor benefits are fulfilled
Oversee meeting preparation, supplies ordering and packing/shipping of event materials
Manage on-site meeting logistics
Maintain meeting history, specifications and standard operating procedures for each event
Ensure proper finance coding of event invoices and receipts

Travel

Coordinate and manage air travel, hotel accommodations and transportation needs for meeting attendees and NASTAD staff

Manage travel related vendors
Ensure compliance with NASTAD travel policies and procedures and federal travel rules, including cost containment

Membership Marketing

Communicate membership benefits to members and likely future members
Ensure “member benefits” brochure is maintained with updated information
Ensure NASTAD maximizes benefits of our service and support activities

Member Orientation

Ensure smooth transition into alliance
Conduct initial welcome contact with new members
Ensure members receive welcome letter/packet soon after joining NASTAD
Meet, greet and welcome new members at annual meeting
Set expectations for interactions with alliance early in relationship
Develop and enhance new member materials and services

Member Relations

Represent NASTAD at in-person meetings and through written communications, as requested by Executive Director or program staff
Contribute to newsletters and other publications as appropriate
Oversee calendar of member surveys and coordinate distribution
Develop and enhance programs and offerings that provide member support
Provide (directly or through staff) a backstop for fielding member calls

Database Management

Oversee database population/data entry and upkeep
Ensure members receive appropriate materials
Recommend and oversee database enhancements

Other duties and special projects as assigned.

Minimum Requirements

Skills/Knowledge

Knowledge of all aspects of planning and executing meetings and events
Up to date on current trends in the meetings industry
High level of professionalism and exceptional customer service skills
Strong time management skills and ability to multi-task several projects effectively
Superior attention to detail
Ability to handle crisis/high stress situations with ease
Strong leadership, proactive thinking, and project coordination skills
Excellent individual and teamwork skills
Strong cultural competence and sensitivity
Excellent Microsoft Office Suite computer skills
Excellent written and oral communication skills
Knowledge of non-profits, federal contracting, and HIV/AIDS issues helpful
Meeting planning education/certifications a plus

Experience/Education

Bachelors degree in related field and three or more years of experience

Physical Effort and Dexterity

Ability to lift 40 pound boxes/crates for packing and shipping

Visual Acuity, Hearing and Speaking

Excellent verbal and written command of the English language

Environment and Scheduling

Interest in working with a national HIV/AIDS public health organization
Interested in working within a diverse work environment
Willing to travel as needed

This position is classified FLSA exempt.

Employer’s Rights

This job posting does not list all the duties of the job. You may be asked by supervisors or managers to perform other duties. You will be evaluated in part based upon your performance of the tasks listed in the job description, which will be provided at hire.

Employer has the right to revise the job description at any time. The job description is not a contract for employment, and either employee or employer may terminate employment at any time, for any lawful reason.
How to Apply

Qualified candidates should apply by email to HumanResources@NASTAD.org.

Subject line should read “Manager, Meetings, Travel and Member Services” only. A resume and cover letter which includes salary requirements should be attached (PDF or Word). Submissions that do not follow the above instructions will not be considered as applicants.

Due to the extremely high volume of resumes submitted, only those selected for interviews will be contacted. NO PHONE CALLS in reference to this position will be accepted.