Careers at NAPSA

Open Positions

  • Director of Meetings

    Summary

    The NASPA Director of Meetings (DoM) is responsible for the execution of all conferences, meetings, and event activities for the Association. This role is accountable for ensuring all meetings and conferences achieve annual goals and objectives. The DoM is primarily responsible for the successful execution of meeting logistics for the NASPA Annual Conference which is a city-wide event with between 6,500 – 8,000 attendees. In addition, the role provides leadership to the meeting details of multiple face-to-face meetings. This role is the primary contact with a third-party event management team, audio-visual company, and decorating service provider for all meeting logistics.

    Essential to this role are the abilities to interact with staff (at all levels) in a fast-paced environment, to remain proactive, to be resourceful and efficient, and to maintain a high level of professionalism. The position requires superior organizational skills and the ability to manage multiple priorities. High-quality written and verbal communication skills, strong decision-making ability and attention to detail are equally important.

    Reports To:

    Assistant Vice President for Professional Development

    Supervises:

    Meeting Manager

    Specific Responsibilities of the Position:

    • Provides leadership and coordination for the planning and execution of the meeting logistics for NASPA Annual Conference and The Placement Exchange.
    • Overall responsibility for meeting planning and logistics for all Association meetings, including budget preparation and monitoring, space and site selections, menu selection, room set-up and food requirements, audio visual, general service company/decorator, room blocks, on-site management, transportation, etc.
    • Develops and supervises the meeting revenue & expense budget process, coding, and reconciliation of all final bills for the NASPA Annual Conference and assists other professional team members with budgeting, as appropriate.
    • Supervises and supports Meeting Manager.
    • Serves as liaison with third-party vendor (currently Experient) in sourcing, contract negotiations, managing attrition, determining required space.
    • Collaborates with the corporate relations team in the logistical aspects of the NASPA Annual Conference 
    • Exhibit Hall/sponsorship opportunities and other conferences/workshops.
    • Works collectively with membership team and third-party to review, establish, and implement policies, procedures, and guidelines for registration, housing, etc.
    • Manages the annual conference meeting database which houses events, educational programs, and speaker data.
    • Develops and produces data and dashboards for NASPA Executive Team with registration numbers and other information related to all meetings and programs.
    • Collaborates with Communications & Marketing Team to develop and organize information about NASPA Annual Conference and ensure accuracy of meeting brochures and flyers (i.e. dates, location, registration 
    • contact, fees, housing, etc.)
    • Develops and updates NASPA Annual Conference and other event web pages with programmatic, venue, and event logistics.
    • Supports Vice President for Professional Development with the NASPA Annual Conference Volunteer Leadership Committee in developing meeting timelines and works with committee liaisons.
    • Interfaces effectively with clients, vendors, and members at all levels of the Association.
    • Provides the highest level of customer care to members, leaders, exhibitors, and sponsors.
    • Maintains the highest degree of professionalism, integrity, and ethical actions.
    • Other duties as assigned.

    Qualifications

    • A Bachelor’s degree in hospitality management, or related field required. Certified Meeting Professional designation preferred.
    • Minimum of 5 – 7 years of project, conference, and exhibition management within a professional association or society or within a customer service-oriented organization/hospitality setting.
    • Demonstrated understanding of hospitality industry trends, innovations, and best practices.
    • Extensive experience in developing and managing complex departmental budgets, and overseeing annual budget process for meetings and exhibits.
    • Experience negotiating and building relationships with partners and vendors, including but not limited to hotel contracts, venue contracts, vendor contracts, and room block management.
    • Demonstrated effective writing, communication, project management skills required, and experience writing event/marketing content for websites preferred.
    • Strong organizational skills, with the ability to establish priorities, manage multiple demands and projects, and meet deadlines.
    • Proficiency in standard office technologies and membership database systems.

    Competencies

    • Quick learner with ability to relay information accurately and consistently.
    • Ability to take initiative, use sound judgment, and work effectively and cooperatively with all levels of staff and constituents.
    • Ability to work well in a team environment and maintain a positive attitude.
    • Ability to creatively solve problems with strong attention to detail.
    • Ability to thrive in a fast-paced, dynamic, evolving environment.
    • Ability to work under pressure in a deadline-oriented environment.

    Office Location/Working Conditions/Physical Requirements

    This position is located in the NASPA Washington, D.C. Office. However, following a period of orientation and onboarding this position may be designated a remote position but must be based anywhere within a 1-2 hour drive from Washington, D.C.

    This position is primarily office-based with primary work on a computer, including phone, email, and video conferencing.

    This position will be required to routinely pack program materials for shipment, including moving potentially heavy boxes.

    Scheduled weekend and evening work is required for planning, scheduling, and execution of various events. Moderate to frequent overnight travel to NASPA events is expected during which the position may be expected to complete set-up and stand for longer periods of time than usual, traveling by air and ground transportation. 

    How to Apply

    Please apply by sending a cover letter, resume, and salary requirements to [email protected] with the subject line: NASPA Director of Meetings Position.

  • Meetings Manager

    Summary

    The NASPA Meetings Manager provides logistical planning and meetings management for the Association, including (but not limited to) managing the site selection process, logistics, and pre- and post-meeting materials, as well as editing information for dissemination to attendees and providing additional support as needed for a variety of workshops, institutes, and conferences with attendance ranging from 20 - 1,600 attendees. This position provides data management support for hotel pick-ups both pre- and post-events. The Meetings Manager will also work closely with the Senior Director of Meeting and Events on logistical planning of NASPA’s city-wide conference which has between 6,500 - 8,000 attendees. This position is also responsible for database management and program assignments for the NASPA Annual Conference which currently accepts over 800 educational sessions.

    Essential to this role are the abilities to interact with staff (at all levels) in a fast-paced environment, to remain proactive, to be resourceful and efficient, and to maintain a high level of professionalism. The position requires superior organizational skills and the ability to manage multiple priorities. High-quality written and verbal communication skills, strong decision-making ability, and attention to detail are equally important.

    Reports To:

    Director of Meetings and Events

    Supervises:

    N/A

    Specific Responsibilities of the Position

    • Responsible for pre- and post-logistics and some on-site logistics for NASPA workshops and institutes.
    • Serve as liaison with meeting venues for program logistics, food and beverage functions, audio visual services, vendor services, housing reports, and all other related functions.
    • Work closely with Professional Development Team to ensure accurate budgeting for meetings/events.
    • Review and reconcile all meetings/conference billing upon completion of event(s).
    • Work closely with third-party company to coordinate sourcing, site selection, and room block management for approximately 15-20 meetings and events per year.
    • Work closely with Annual Conference Planning to create content, edit, and review the NASPA Annual Conference program book.
    • Develop and update Annual Conference website regarding programmatic and event information.
    • Manage the Annual Conference meeting database which houses educational programs, meetings, and speaker data.
    • Plan and execute all in-office meetings/events, including committee meetings, staff development meetings, and receptions with partner organizations.
    • Manage staff, speaker, vendor, and committee housing for Annual Conference.
    • Manage the ICW process for the NASPA Annual Conference which includes 200+ events and receptions from institutions, corporations, and partner organizations
    • Other duties as assigned.

    QUALIFICATIONS

    • Associates or Bachelor’s Degree preferred, High School Diploma/GED required;
    • Minimum 2-4-years’ experience with proven ability in meeting or hotel conference services within a professional setting required, experience in a non-profit or association environment preferred;
    • Experience negotiating and building relationships with vendors;
    • Demonstrated writing, communication, project management skills;
    • Strong organizational skills, with the ability to establish priorities, manage multiple demands and projects, and meet deadlines;
    • Proficiency in standard office technologies and membership database systems is a must; and
    • Ability to take initiative, use sound judgment, and work effectively and cooperatively with all levels of staff and constituents.
    • Office Location/Working Conditions/Physical Requirements
    • This position is located in the NASPA Washington, D.C. Office with the option for occasional work from a remote location.
    • This position is primarily office-based with primary work on a computer, including phone, email, and video conferencing.
    • This position will be required to pack program materials for shipment, including moving potentially heavy boxes.
    • Moderate overnight travel to NASPA workshops is expected during which the position may be expected to complete set-up and stand for longer periods of time than usual, traveling by air and ground transportation. The NASPA Annual Conference will require 10 consecutive days of traveling.

    Employment Status

    Full-time Exempt

    How to Apply                                                                                                     

    Please apply by sending a cover letter, resume, and salary requirements to [email protected] with the subject line: NASPA Meetings Manager Position.