Senior Manager, Conferences

Job Description

Job Description

Position Overview:

The senior conference manager provides planning, logistical and administrative support for NACo’s conferences and events. This includes support for NACo’s two largest events – the Legislative (2,000 attendees) and Annual Conferences (3,000 attendees) – as well as a primary leadership role in two mid-size events, and oversight over smaller events over the course of the year.

Success in this role will require strong, cross-departmental leadership, careful organizational skills (including organizing preparatory meetings and agendas), and initiative.

Key Responsibilities:

The Senior Conference Manager’s responsibilities related to our two major conferences will include some of the following duties, with other team members leading other portions of the event:

• Managing the signage and graphics production for both events, including working with external vendors and internal teams to create and design conference-wide graphics and signage
• Managing the website for both events, including updating session titles and descriptions, ensuring consistency with the overall program and the mobile application.
• Managing the mobile application for both conferences, including program updates and other promotional options within the app.
• Managing audio/visual needs for all sessions and offices at both conferences, including working with team members prior to the conference to determine needs
• Managing room set needs for all sessions and offices at both conferences, including working with team members prior to the conference to determine needs and checking rooms on site to confirm set up.
• Managing NACo’s 40-50 affiliate organizations and state associations at both conferences as they request meetings during NACo’s conference and serving as a connection between them and the hotel to arrange their needs.
• Managing all aspects of offsite events and major receptions related to both conferences, including the pre-planning of the events and the on-site execution of these activities. This includes the management of vendors, preparation of contracts, selection of locations, and more.
• Managing housing, with NACo’s housing vendor, for both conferences. This includes creating an interactive tool for staff requesting housing, communicating needs and changes with the hotel and NACo’s housing vendor, managing availability and changes, and arranging VIP housing and other needs (including transportation and guest accommodations).
• Coordinating mobile tours at the Annual Conference, including transportation logistics, staff assignments, attendee caps, and the broader attendee experience.
• Managing all vendor needs not covered by the other conferences manager for both events. This would include security, transportation and busing, EMTs, décor, foliage, and others as assigned.
• Managing the preparation and on-site execution of all food and beverage needs for the conference, including all-conference events as well as concurrent sessions and conference-wide refreshment breaks. This includes working with team members prior to the conference to determine needs and checking rooms on site to confirm set up.
• Managing county volunteers and staffing assignments for both conferences.
• Joining the team on site for the duration of both events, typically requiring travel of at least six days.
• Primary planning lead for two mid-size NACo events: These mid-size events range from 200 to 500 participants.
• Primary or secondary lead for other small NACo events (some local to the DC area, such as congressional fly-ins, and some rotate in different locations annually) under 10 times per year.
• Work with the content lead for the event to plan logistics for all aspects of the event, including hotel rooms, conference meeting space and AV, mobile tours, VIP needs, food and beverage, and more.
• Management of forms and events related to all NACo meetings, including staff surveys, attendee surveys, Microsoft Teams sites used for each conference, and more.
• Responsible for management and updating of meetings within the NACo Events Matrix that are assigned to the Conferences Manager.
• Management of any expenses accrued across events, including timely management of invoices and receipts as part of the Conferences department credit card and budget.
• Other duties as assigned

Qualifications, Preferred Competencies and Skills:

• Bachelor's degree preferred, but not required
• Demonstrated experience in all aspects of association or not-for-profit meetings coordination and management
• Minimum 5 years of meeting planning/convention experience
• Aspiring to or CMP preferred
• Experience interacting with elected officials or working in a political environment a plus
• Experience in exhibition, sales and trade show management
• Proficiency with Microsoft office suite, (Teams, Planner, SharePoint, One drive)
• Ability to meet deadlines and work well under pressure
• Highly self-motivated and ability to work well in a team environment
• Strong written and oral communication skills
• Exceptional attention to detail

Salary Range:

The salary for this position is $99,000 to $115,000 annually, commensurate with experience

Why Join NACo:

• Opportunity to lead impactful, mission-oriented public affairs efforts at a national level.
• Work alongside a dedicated team committed to helping county government officials in the pursuit of excellence in public service, ultimately helping people and places to thrive.
• Competitive salary and benefits package.

Location:

This position is based in Washington, D.C., with opportunities for travel to conferences, meetings, and partner engagements. The Association currently offers hybrid workplace options, based on job function and performance, with an emphasis on leadership and teammate engagement and performance.

Travel Requirement: Travelling to on-site events, site visits, or professional development conferences approximately once per month.

Application Procedures

Interested in joining our team? Explore all open positions and apply today to be part of our growing organization: NACo Career Center