Manager, Event Logistics

Location: Annapolis, MD

Department: Events & Sponsorships

Type: Full Time

Min. Experience: Mid Level

 Summary

In keeping with NIC’s mission, vision and overarching goals, the Manager, Event Logistics position contributes to the planning and execution of NIC’s events by managing and executing several aspects of NIC’s annual conferences and is the lead on special events.

Essential Duties and Responsibilities 

Annual Conferences:

  • In coordination with Director, Events, manage and assist with meeting and event logistical planning to include, but not limited to: food and beverage planning, audio visual, photography, security, signage.
  • Manage housing blocks and guestroom inventory, including providing customer service for housing related inquiries, liaising with hotels, and managing rooming lists and sub-blocks.
  • Serve as liaison for overflow hotels, including logistics for hotel-related sponsorship activations.
  • Collaborate with multi-departmental teams including Programming, Marketing and Partnerships & Sponsorship to assist in development of attendee materials, including event websites, marketing materials and attendee communication, to enhance the attendee experience.
  • Manage the hiring and supervising of temporary personnel performing logistical related activities on-site.
  • In coordination with the Director, Events, provide support in developing annual budgets including requesting and reviewing vendor quotes.
  • Provide support in managing the expenses for events, including maintenance of records, invoices and receivables, review of event related invoices, reconciliation, and coordination of periodic budget reports.
  • As assigned, solicit bids from vendors and facilitate contracts for event services and/or supplies.
  • Lead staff and onsite team engagement, including creation of staff materials and on-site staff training.
  • Assist in managing the successful onsite execution of logistics and operations for NIC events.
  • Manage on-site vendors and temporary personnel performing logistics related activities and coordinate temporary personnel on-site schedules.
  • Create and maintain current and historical event data/reports.
  • Identify opportunities for process and event management improvements and provide suggestions regarding implementing new procedures.
  • Cultivate and manage relationships with non-sponsor industry affiliates.

Business Meetings 

  • Partner with internal stakeholders to understand and support their business needs.
  • Plan and execute event logistics including site selection, hotel contract negotiation, housing, catering, audiovisual, communication services, transportation, signage and special events.
  • Serve as liaison between vendors and NIC staff in coordinating meeting logistics. 

Education and/or Experience

  • Bachelor's degree (B. A.) from four-year college or university in marketing or hospitality management.
  • 5+ years direct experience in meeting/conference planning; CMP a plus
  • Direct experience in meeting/conference planning, and prior experience evaluating proposals and contracts. 
  • Proficient in Microsoft Office. Knowledge of Cvent and event technology a plus.
  • Ability to travel overnight 15-20% annually. 

Qualifications and Skills

To perform this job successfully, an individual must be able to perform each of the essential duties and responsibilities satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Support the planning and implementation of two major annual conferences, ranging from 1,200 to 2,500 attendees.
  • Ability to work with CEOs and senior level executives
  • Can thrive in a small office environment
  • The ability to demonstrate strong project management skills
  • Solid organizational, project management, and planning skills. Ability to build and flawlessly execute.
  • Ability to work efficiently and effectively to meet project deadlines. Effectively multi-task, goal-oriented and deadline-oriented.
  • Demonstrated creativity, innovation and initiative.
  • Strong customer service, interpersonal and professional communication skills, both verbal and written. 

If you are interested in this great opportunity, please submit your resume by clicking this link r or visiting our careers page on our website at www.nic.org

 NIC offers a variety of benefits to protect your health and well-being, provide financial security and balance your work/life needs including:

  • Industry-leading 401K Retirement Savings Plan including company contributions
  • Comprehensive wellness program and wellness rewards to help you reach your personal health goals
  • Generous health insurance options including medical, dental, vision, and prescription drug
  • Pre-tax health savings and dependent care accounts (FSA)
  • Life and disability benefits

Other work/life benefits including tuition reimbursement, parental leave, and employee discount programs.

The National Investment Center for Seniors Housing & Care (NIC) is an Equal Employment Opportunity (EEO) employer, and all qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, disability status, veteran status, or any other characteristic protected by law

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