Event Planner position available for a 17,000 member national association in the DFW area. 5+ years experience needed. Experience with non-profit organizations and CMP designation or other meeting planning education preferred but not required. Send resume and salary history to email@example.com.
Primary Duties and Responsibilities Management:
• Supervise all Event Planning Department Activities. • Supervise all outside contractors during Convention and at other times when meeting contractors are required. • Supervise indirect reports during convention planning with various convention and expo duties and responsibilities as well as other events such as the annual March meeting and the annual National Policy Conference. • Manage/monitor the Convention/Events section of the NIADA website to include all attendee’s info, Exhibitor info and forms, as well as banner ad sponsorships sold separately.
Education: • Coordinate with staff on all educational events related to the Annual Convention or other events and develop agendas as needed. • Propose and assist in the development of other Convention programs.
Annual Convention, Meetings and Events, Corporate Travel: • Manage the annual and ongoing planning and delivery of the NIADA Annual Convention & Expo. • Market and grow the annual convention registration of dealers, exhibitors, & sponsors each year. • Manage the staff/board members’ registration process for all meetings and events. • Provide staff with complete materials regarding their roles and assignments including room setup and tear down, contact information, attendee expectations, materials, seminar information and any other information necessary for the professional and efficient accomplishment of NIADA’s goals during the Convention or other Events. • Negotiate all hotel room and meeting room contracts, decorator, and other event vendors. • Plan and coordinate the NIADA Annual Convention, including the Convention NIADA Board of Directors meeting, the March Leadership Meeting, National Leadership Conference & Legislative Summit, State Executive Orientation, Holiday Parties, as well as any other meetings and conferences throughout the year. • Order convention and meeting related materials. • Prepare all binders necessary for meetings. • Promote NIADA sponsorship programs by creating annual marketing pieces and personal solicitation programs to earn event sponsors. • Develop sponsorship menus based on event to solicit and secure sponsorships of annual convention events and other NIADA events as determined. • Coordinate staff schedule for convention and expo • Maintain historical convention and meetings files/data. • Coordinate and book all staff and officer travel as necessary for Convention/Events as well as routine staff travel.
Annual Expo and Industry Trade Shows: • Manage the sourcing, site selection and contract process for the annual convention & trade show and all corporate events. • Market, sell and service convention and event sponsorships, exhibits and other revenue generating activities in collaboration with sales support staff for the Annual Convention & Expo as well as other annual events. • Design marketing pieces, contracts, registration forms and other necessary items for exhibitors and attendees. • Manage the Expo on-site at conventions to include set-up and tear-down as well as coordinating with all trade unions. • Manage the Exhibitor registration process on-site. • Act as the primary contact for the Expo decorating company, Convention audio visual and the on-site security firm. • Negotiate contracts for decorating company, exhibit transportation, AV and security. • Arrange and manage all industry trade show events, booth set up and meeting coordination and travel arrangements. • Establish trade relationships with industry partners and collaborate trades. • Order and manage all Association/Services/Foundation booth display equipment. • Responsible for trade show booth and the association storage facility. • Promote and market NIADA Annual Convention & Expo a Trade Shows and on a regular basis w/ advertisers, exhibitors, etc. for potential sponsorship/exhibition opportunities. • Work with NIADA.TV staff on taped/broadcast events, entertainment, etc. for annual convention.
Award & Recognition Programs: • Manage convention and other NIADA related membership awards and recognition programs; Eagle Award, Crystal Eagle, NQD Award, State QD Plaques, Ring of Honor, AEC of the Year, AEC Hall of Fame Award, Board Appreciation, Presidents Awards, MVP Eagle Award, Lifetime Achievement Award, CPO of the Year Award.
Accounting: • Develop, present and track budgets for company travel and all meetings (including the annual convention & trade show, Board meetings, etc.) along with staff convention travel. • Meet budget goals of annual convention including all other planned events to achieve projected revenue and control expenses related to events. • Assist with annual budget and tracking of the area specific to all events.
Marketing & Development: • Develop and implement ongoing NIADA branding and marketing strategies to better position the association brand in the industry and with members. • Collaborate with marketing staff on new business development ideas and projects that can generate new revenue. • Maintain and grow existing key association relationships with National Corporate Partners, Member Benefit partners and other valued industry partners.
Other: • All other duties as assigned by the CEO of NIADA.
Bachelor's degree desired plus five years project and/or program management experience to include contract negotiations and fundraising or suitable combination of both education and experience. CMP designation or other meeting planning education preferred. Possess working knowledge of PC software including Microsoft Office, Event Management Software (etouches preferred) and Internet Research. Demonstrate ability to communicate both orally and in writing in a concise and effective manner. Exhibit the ability to manage multiple projects at once, manage staff and maintain diplomacy with outside partners, vendors and internal staff. Possess the ability to negotiate contracts which are beneficial to the needs of the Association. Travel is a requirement of this position. Travel is considered a normal part of the job responsibility and will include but is not limited to the Annual Convention & Expo, various educational seminars, meeting location site visits, and any special projects as directed by the CEO. Occasional overtime is required.
Additional Salary Information: Employer Paid Medical, Dental, Vision and Life Insurance. Employer Matches 401K up to 6%. Generous PTO Leave Bank. Convenient Office Hours.
The National Independent Automobile Dealers Association (NIADA), founded in 1946 has represented quality independent automobile dealers for over 70 years. NIADA is here to assist it's members in becoming more successful within the used motor vehicle industry. Through membership in NIADA, you join with over 16,000 other professional auto dealers who share your dream of financial prosperity for your... business. NIADA is your legislative advocate -- protecting your business interests. The association consistently brings you industry education, valuable information, services and benefits designed to prepare members for an ever-changing marketplace. The simple and better way to keep pace in the used motor vehicle industry is to join NIADA...a highly respected organization dedicated to your success!