Director of Meetings - National Association of County and City Health Officials

Be a part of a dynamic team whose work enriches the health of communities by strengthening city and county health departments. At the National Association of County and City Health Officials (NACCHO), we are united by our work to improve our country's over 3,300 U.S. local health departments. We represent the voice of local public health while striving to live out our core values of equity, excellence, participation, respect, integrity, leadership, science, and innovation. We provide our employees with meaningful work, opportunities to learn and grow, a strong work/life balance, and a flexible, hybrid work schedule while being a part of a collaborative team.

We are interested in growing our team with passionate, committed, and innovative individuals. The Director of Meetings will join NACCHO at a time of dynamic growth. This position is important in the Meetings and Membership Department.

POSITION SUMMARY:

The Director, Meetings organizes and manages a significant function or program of NACCHO, including the supervision of one or more staff members at the Manager, Specialist, or Associate levels. The Director develops the processes and programs required to implement the unit's strategy and manages the resources of the function - both financial and human. The Director is accountable for the effective day-to-day operations and results of the unit and develops and implements initiatives to ensure results are attained and quality standards are met. Positions at this level typically report to a Senior Director, Senior Advisor, or Chief and require advanced knowledge and experience in an area of specialization and well as significant management capabilities. Incumbents generally have eight or more years of experience in their discipline and a bachelor’s degree of the equivalent, as well as substantive experience at the Director level.

This position contributes to the advancement of local public health practice by performing and overseeing a variety of activities related to membership and event management. The Director provides leadership for all aspects of NACCHO meetings, conferences, and special events; develops budgets, logistics and contracts relating to meetings; and collaborates with both internal and external stakeholders to deliver quality and profitable meetings. As the individual managing the meetings’ function, this position has a significant impact on the generation of the unrestricted revenue that supports vital NACCHO functions that serve NACCHO members.

This position has oversight of all aspects of meeting planning for multiple meetings including operations, contract negotiations (venues/vendors), logistical planning, programmatic coordination as well as being responsible for the overall budget development and management. The Director works collaboratively with multiple departments to incorporate programmatic and exhibit and sponsorship-related components into the overall events. The ideal candidate is a self-starter who is a strategic thinker yet detailed and collaborative. The position will report to and work closely with the Senior Director, Meetings and Membership and will supervise the 3-4 staff to successfully manage and execute NACCHO’s meetings.

COMPETENCIES AND EXPECTATIONS:

• Ensures that regular communication occurs based on the needs of the work, the individual, management or the situation.
• Fosters an environment conducive to open, transparent communications among all levels.
• Makes use of specialized knowledge to assist staff, internal and external stakeholders in resolving problems.
• Uses ‘non-technical’ language skillfully to ensure effective communication with stakeholders and staff from all levels of understanding.
• Considers the costs, benefits, risks, and chances for success, when making a decision.
• Considers organization’s capabilities, mission, vision, values, and strategic goals and objectives in work efforts.
• Identifies individuals who have the technical expertise to respond to inquiries on specific topics.
• Uses all available information appropriately to guide decisions and negotiations to meet objectives, while acting with integrity.
• Assesses, manages and takes calculated risks to achieve goals.
• Understands the political environment, management priorities, staff roles and responsibilities, and grasps external factors impacting the organization.
• Applies rules and regulations in a consistent, non-biased manner.
• Understands and executes the various stages of the grant lifecycle including pre-award review, grant progress monitoring, and award closure.
• Develops and manages the scope of a project (e.g., project objectives, team, tasks, deliverables, timelines, hours, costs).
• Understands management and organizational principles pertaining to areas of responsibility (e.g., delegations of authority, administrative procedures) in order to plan and conduct complex studies to assess organizational operations.
• Incorporates an awareness of current and future management directives, required functional and technical expertise, resource requirements, and targeted stakeholders into annual plans.
• Analyzes programs for productivity and efficiency gains, and provides recommendations to management officials on the most effective position/skill mix, work processes, organizational structures, etc.
• Translates new performance management policies into actionable goals for one’s own team/program and holds self and others accountable to achieving the goals.
• Provide leadership in recruitment, performance standards and management, goal setting and staff development.
• Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
• Project Management - Develops project plans; coordinates projects; communicates changes and progress; completes projects on time and budget; manages project team activities.
• Interpersonal Skills - Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others' ideas and tries new things.
• Delegation - Delegates work assignments; matches the responsibility to the person; gives authority to work independently; sets expectations and monitors delegated activities; provides recognition for results.
• Managing People - Includes staff in planning, decision-making, facilitating and process improvement; takes responsibility for subordinates' activities; makes self-available to staff; provides regular performance feedback; develops subordinates' skills and encourages growth; Solicits and applies customer feedback (internal and external); fosters quality focus in others; Improves processes, products and services.; continually works to improve supervisory skills.
• Quality Management - Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness.
• Business Acumen - Understands business implications of decisions; displays orientation to profitability; demonstrates knowledge of market and competition; aligns work with strategic goals.
• Diversity - Demonstrates knowledge of EEO policy; shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment; builds a diverse workforce.
• Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.
• Strategic Thinking - Develops strategies to achieve organizational goals; understands organization's strengths & weaknesses; analyzes market and competition; identifies external threats and opportunities; adapts strategy to changing conditions.
• Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; makes timely decisions.
• Motivation - Sets and achieves challenging goals; demonstrates persistence and overcomes obstacles; measures self against standard of excellence; takes calculated risks to accomplish goals.
• Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.
• Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
• Safety and Security - Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.
• Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
• Innovation - Displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.

POSITION SPECIFIC DUTIES:

• Leads the implementation and execution of a strategic plan for meetings that encompasses and supports the strategic goals of NACCHO.
• Manages logistical support process for NACCHO Annual Conference, Public Health Preparedness Summit, project-based meetings, workgroup meetings, trainings and events, including developing and managing conference budgets, as well as external contracts for site selection, conference management, sponsorship sales, CE coordination, AV, and Exhibits.
• Negotiates and reviews agreements associated with NACCHO meetings and events, including, but not limited to, ground transportation, venues, audio-visual needs, decorator, security, and catering orders ensuring that the NACCHO is exposed to the lowest risk possible, while appropriately managing logistics.
• Manages pre-, onsite, and post-logistics for assigned meetings or events including creating requests for proposals, site selection, contract negotiation, developing hotel specs, selecting F&B, arranging off-site events, and supervising other meetings management functions.
• Serves as primary point of contact for meetings contractors and vendors.
• Serves as onsite manager for assigned meetings and conferences.

FINANCE/CONTRACTS

• Drafts RFPs for necessary support services, evaluates proposals, and selects vendors/partners.
• Provides cost analysis projections to Senior Director, including alternative options, for determining venues/suppliers for each assigned function, meeting or event.
• Reviews contracts for external vendors including conference management, insurance, hotel, AV, decorators, security, transportation, etc. as applicable for each meeting, conference, or event.
• Submits contracts for review using Adobe Sign.
• Monitors event-related expenditures and invoices and track expenses to ensure they remain within the established budget.
• Identifies new potential revenue opportunities for the NACCHO Annual Conference and Public Health Preparedness Summit (sponsorship and exhibits) to continually grow the programs and build on existing support.
• Reviews and updates existing contracts for services for the organization (Travel agencies, site selection firms), monitors performance and solicits competitive bids as needed.
• Reviews invoices ensuring that expenses are within budget limits and submits contract modifications as needed.
• Manages the check request process, including reviewing invoices, invoice submission, and credit card payments.
• Approves check requests and credit card payments.
• Reconciles meetings expenses and payments for all invoices as soon as received, including meetings credit card statements and monthly AMEX travel transactions report.
• Develops and collects meetings activity reports where possible to.

PLANNING

• Assists in the meetings annual budget development in collaboration with the Senior Director.
• Coordinates the development of meeting programming and content in coordination with NACCHO Programs leadership and the Annual Conference Committee. Work collaboratively with other sponsors (e.g., government entities or other funders) if applicable.
• Participates and coordinates conference calls for the NACCHO Annual Conference Workgroup (ACW) and the Public Health Preparedness (PHP) Planning Committee.
• Leads weekly, bi-weekly, and monthly meetings with relevant stakeholders.
• Heads annual kick off for conferences and post-conference debriefs.

OPERATIONS

• Prepares and implements operational timelines for assigned meetings.
• Assists with developing meetings department work plans with measurable goals.
• Ensures operational procedures and policies are in place to meet event goals and objectives.
• Reviews and updates internal processes and procedures that ensure effective and efficient service to NACCHO’s partners, exhibitors, and sponsors.
• Manages the overall travel scholarship process for the Conferences.
• Works directly with NACCHO staff (Programs, Government Affairs, etc.) to develop a running list of meetings and conferences and work collaboratively with these staff to ensure events are planned to meet expectations. Serve as the primary liaison to NACCHO staff on all event-related issues, in coordination with the Meetings contractor.
• Develops and maintains meetings registration and marketing/communication websites to include travel logistics, reimbursement policies and registration requirements in the meeting platforms.
• Ensures information on NACCHO’s meetings websites is accurate and timely.
• Oversees billing processes and ensuring the timeliness and accuracy of all membership invoicing and of membership payments.
• Ensures membership database records are kept up to date as it pertains to meetings attendees, exhibitors, and sponsors.
• Develops annual evaluations for NACCHO’s conferences in concert with the Research Team.
• Hires, trains, manages, and develops staff to fulfill responsibilities of the meetings team. Cross trains staff to improve efficiencies and ensure sufficient coverage during peak periods.
• Assesses the optimal balance of providing meetings and conference support via staff versus consultants/contractors and adjust staffing and reliance on external vendors accordingly.
• Manages the meetings team’s workload to ensure consistency in planning is obtained for all NACCHO events.
• Leverages the Affiliate Business Partner program by coordinating exhibit and sponsorship opportunities in coordination with the Manager, Affiliate Partnerships and Sponsorships.
• Builds and disseminates meetings activity reports (registration, exhibit/sponsorship sales, invoicing, payment status) on a weekly or bi-weekly basis.
• Serves as a liaison with Finance, IT, and other program staff across NACCHO, ensuring that meetings related activities and financial tasks (abstract collection, online registration, contract checklists, and check requests) are handled in a timely manner.
• Participates on crosscutting teams relevant to membership, meetings, and marketing (e.g., Web Team, Marketing and Communications Team).
• Collaborates with Human Resources to successfully recruit open positions, provide meetings-related onboarding materials, and leads the quarterly and annual review process for direct reports.
• Stays abreast of meetings and travel industry trends, technological advancements and alternative meeting approaches.
• Performs other duties as agreed.

EDUCATION/EXPERIENCE/SKILLS:

Bachelor's degree in relevant professional field with a minimum of 8-10 years relevant work experience; or equivalent combination of education and experience, including a relevant certification. Master’s degree and certification in a relevant field preferred.

• At least five years of experience in meetings management inclusive of extensive experience with all aspects of meeting planning but will consider candidates with a combination of experience and training that provides requisite skills.
• Certified Meeting Professional or certification in meeting or event management.
• Experience planning meetings with more than 1,000 attendees.
• Experience with RFP, abstract management, sales management, and travel related platforms.
• Intermediate or higher competency with Microsoft Excel and Smartsheet.
• Strong understanding of meeting management processes.
• Strong understanding of contract negotiation and submission processes.
• Knowledge of conference marketing techniques.
• Strong ability to adapt to and integrate new technology trends.
• Strong customer relation skills.
• Preferred: Knowledge of public health issues at the local, state, and/or federal level.
• Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures or government regulations.
• Ability to write reports, business correspondence and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.
• Ability to apply concepts such as fractions, percentages, ratios and proportion to practical situations.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL DEMANDS:

• Occasionally required to sit.
• Occasionally required to walk.
• Occasionally required to reach with hands and arms.
• Occasionally required to talk or hear.
• Occasionally required to bend, lift or climb stairs.
• Occasionally required to lift light weights (less than 25 pounds).

WORK ENVIRONMENT:

• The noise level in the work environment usually is moderate.

Salary Range: $103,686 - $110,161

SELECTION PROCESS:

The selected candidate must reside in the Washington, DC – Maryland – Virginia (DMV) area within 30 calendar days of their start date.

We only accept applications that follow the electronic process. No phone calls please. This position is subject to background screening. Qualified applicants should send a cover letter with salary requirements, resume, and one writing sample to: PN – 489 Director of Meetings.

https://naccho.clearcompany.com/careers/jobs/7415de88-255d-2f37-f44d-985705d8ef9a/apply?source=3135434-CS-2909

NACCHO offers generous benefits package such as:

• Medical, Dental, Vision, STD, LTD insurances
• 15 days of paid vacation & 13 days of sick leave and other types of leave
• 403(b) Retirement plan,
• Hybrid Remote Work Available
• NACCHO is a qualified employer under the Public Service Loan Forgiveness program.

At NACCHO, our commitment to equal employment opportunity and affirmative action seeks to ensure a work environment free of discrimination and harassment. We respect and value work force diversity among all employees and all those with whom we do business.