Summary:
The National Communication Association is seeking a proactive and dynamic individual to join the team as the Convention & Meetings Associate. This staff member will work closely with the Director of Convention and Meetings to manage and assist in key phases of convention and meetings, including strategy, contracting, logistical planning, budgeting, and management for NCA’s Annual Convention and small to mid-sized in-person and virtual events. This role works across the organization and requires a highly conscientious and experienced individual with strong project management skills, excellent judgment, and the ability to lead multiple projects to successful completion.
Primary Responsibilities:
- Event Planning and Coordination:
- Plans, manages and assists in the execution of logistical aspects of NCAs Annual Convention, Annual Leadership Retreat, Chairs’ Summer Institute, Virtual Learning Opportunities (VLOs), and staff and Board events.
- Develop and implement comprehensive event plans and timelines for the NCA events.
- Manage the abstract submission and review process, including scheduling and room assignments to optimize space utilization.
- Recruit, schedule, and manage volunteers to support various event operations.
- Coordinate speakers, agreements, rehearsals, other logistics, and on-site technical production, working with AV teams to provide an exceptional attendee experience.
- Develop event specifications for assigned meetings within established time frames and budgets.
- Manage exhibit hall operations for the Graduate School Open House (GSOH) and Career Center. Oversee invoicing, payment tracking, registration, booth assignments, and orders.
- Participate in site visits, pre-con meetings, and daily/weekly planning sessions to ensure effective event management.
- Provide on-site support for assigned meetings, including set-up/specification review, registration, food and beverage functions, signage, and venue/vendor management.
- Coordinate and manage NCA's VLOs, including developing timelines, updating website content, creating and monitoring registration, overseeing technical requirements, collaborating with presenters, and ensuring a seamless online experience for attendees; analyze VLO data to identify areas for improvement and recommend enhancements to the virtual event program.
Housing and Logistics Management:
- Coordinate housing logistics, including monitoring room blocks and securing accommodations for staff, speakers, VIPs, etc.
- Liaise with vendors and service providers to secure audio-visual requirements, catering, transportation, signage, and other event logistics.
- Monitor inventory, order supplies, coordinate materials, and shipping.
Event Materials and Communications:
- Oversee the creation and distribution of event materials, such as website updates, registrations, confirmations, invoices, evaluations, and reports.
- Serve as the primary point of contact for internal and external constituents, responding promptly and accurately to inquiries.
- Collaborate with the Director of Convention and Meetings and communications team to develop promotional materials and event-related content.
- Collaborate on creating and maintaining event signage, program books, run-of-show scripts, mobile apps, presentations, handouts, and other event collateral to support the overall attendee experience.
Vendor and Contract Management:
- Assist the Director of Conventions and meetings in procuring vendors and contracts for all services needed for conferences and events, including, but not limited to, creating RFPs and cost comparisons.
- Assist with ensuring compliance with contractual obligations and managing vendor relationships.
- Manages budgets for select programs. Assist with post-show bill submission and reconciliation.
Continuous Improvement:
- Contribute to continual process improvement through idea generation, technology, and creative approach to increase efficiency and enhance delivery and attendee experience.
- Track and compile submission, registration, housing, and other data. Analyze event data and metrics to identify areas for improvement and make recommendations to the Director of Convention & Meetings.
- Stay informed of industry trends and best practices to enhance NCA's events and meeting experiences continuously.
- Assume any additional responsibilities as requested by the Director of Convention and Meetings to support the overall success of NCA's events and meetings.
Qualifications:
Must-Haves:
- 3+ years of experience in event/meeting management, preferably in an association environment.
- Demonstrated proficiency in using Microsoft Office, abstract management software (X-CD Technologies), association management system (Impexium and Fonteva), show management software, web content development, app development and management, and other relevant event planning technologies.
- Experience implementing the meeting planning function, including interfacing with hotel staff, developing the event orders and managing conference logistics within the constraints of the budget.
- Excellent project management, problem-solving, and decision-making skills.
- Strong attention to detail, organizational abilities, and the capacity to thrive under pressure and competing deadlines.
- Exceptional interpersonal, verbal, and written communication skills.
- Ability to serve as the primary point of contact for internal and external stakeholders.
- Strong collaboration skills to work cross-functionally with various teams.
- Familiarity with industry trends, best practices, and innovations in the meetings and events sector.
- Experience with budget management and cost control.
- Willingness to travel several times per year, including over weekends, to support on-site event operations.
- A positive, customer-service-oriented attitude and a genuine interest in delivering high-quality experiences for NCA's members and attendees.
Preferred Qualifications:
- Certified Meeting Planner (CMP) designation a plus.
- Bachelor's degree in hospitality management, event planning, business administration, or a related field.
- Strong working knowledge of virtual event platforms and webinar tools.
How to Apply:
Several professional profiles may be well suited to this position. Should your qualifications differ from those described below, but you believe this is the job for you, please do not hesitate to apply by_ emailing your resume and cover letter to convention@natcom.org_. Please place Convention & Meetings Associate in the subject line. Applications will be reviewed, and interviews will be conducted on a rolling basis. Interested parties are encouraged to apply as soon as possible.
Organizational Context:
NCA represents almost 6,000 scholars, teachers, practitioners, students, and affiliates, primarily in the U.S. and other countries worldwide. NCA is a scholarly society founded in 1914 and categorized as a 501(c)(3) non-profit organization with an annual operating budget of approximately $4 million. NCA is a collaborative environment with a small staff where teamwork is valued.
NCA holds one annual convention and several governance meetings each year. The NCA Annual Convention draws 4,500 attendees and features over 1,100 programmatic sessions, an exhibit hall, a career center, a graduate school open house, and networking events.
For more information about NCA, please visit our website at www.natcom.org.
Location:
NCA is located at 1765 N St., NW, in the vibrant Dupont Circle neighborhood in Washington, D.C. The office is Metro accessible from the Red Line (Dupont Circle Station).
Work Mode:
The National Communication Association (NCA) operates in a hybrid work mode: two days in the office and three days at telework. Staff are expected to be in the office on Tuesdays for strategic planning and other ongoing discussions with the Executive Director. The work mode is regularly reviewed to meet the evolving needs of the association. Such review may necessitate changing a position’s mode of work designation.
Benefits:
NCA offers a comprehensive and competitive benefits package including:
- Competitive salary commensurate with experience.
- Health, dental, and vision insurance.
- Retirement savings plan.
- Opportunities for professional development.
- Collaborative and inclusive work environment.
- Monthly commuter stipend.
The Association offers benefits to same-sex and different-sex domestic partners, as well as spouses and dependents. Additionally, NCA offers trans-affirming healthcare coverage, including trans masculine confirming surgeries, trans feminine confirming surgeries, and hormone replacement therapy (with treatment code).
Job Type: Full-time
Pay: $68,000.00 - $72,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Vision insurance
Schedule:
People with a criminal record are encouraged to apply
Experience:
- Events management: 3 years (Required)
Ability to Commute:
- Washington, DC 20036 (Required)
Work Location: Hybrid remote in Washington, DC 20036