The Texas Dental Association (TDA), chartered in 1871, is the third largest state dental association in the United States. Currently, the Association has more than 9,000 members and is comprised of 26 component dental societies grouped into 4 divisions across the State of Texas. The TDA is part of a tri-partite affiliation with the American Dental Association and its national representation and its component societies at the local level.
The Director of Membership Meetings is responsible for all aspects and the organization and direction of the TDA Annual Meeting and other related meetings throughout the year and meeting quarterly with the Council on Annual Session. Responsible for a wide variety of managerial, logistical and complex administrative tasks; oversee and direct all aspects of the operation, staff and resources. Must represent the Association in a professional and ethical manner at all times and cooperate and communicate with peers and staff to facilitate and maintain a team approach. Will be responsible for meeting established financial targets and/or diligent execution of business plans.
Lead, organize and participate together with the Chair and Council on Annual Session in council meetings throughout the year. Serve as lead staff liaison for the Council on Annual Session.
Oversee the planning and execution of the TDA Annual Meeting, TDA Board meetings, ADA Delegation meetings, and other events/activities. Attend planning meetings to determine the scope, format and requirements for events.
Coordinate services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security. Manages contracts with hotels, service providers, convention centers, and related vendors.
Plan and develop programs, agendas, budgets and services. Maintain event evaluations and records to determine how future events could be improved.
Review event invoices for accuracy, and approve payment. Monitor and prepare event budgets. Ensure compliance with administrative processes and procedures.
Design and oversee exhibits, website and promotional efforts to publicize events and promote sponsorships. Meet with professional and trade associations. Conduct site visits as needed.
Inspect event facilities to ensure that they conform to customer requirements. Attend events, supervise staff and monitor contractors and service providers to ensure customer satisfaction. Resolve problems and ensure compliance with requirements.
Supervise, train and develop departmental staff. Oversee volunteers and support staff required for events.
Minimum ten (10) years meeting planning experience in a professional organization.
Minimum of seven (7) years of experience managing outside vendors, sourcing and negotiating contract services.
Experience with meeting budget management, cost savings strategies and reporting.
Exceptional customer service skills for both external and internal clients.
Excellent interpersonal skills and effective oral communications skills.
Must be able to work in high pressure environment with multiple deadlines.
Ability to quickly adapt to and learn new technology interfaces.
Ability to travel in and out of state and overnight.