Director of Events

SUMMARY DESCRIPTION: Responsible for all aspects of event, meeting, and conference planning, including cost containment, financial management, venue scouting, equipment logistics, room setup, and best practices for all VMDAEC meetings, classes, and assigned events. Must have excellent leadership skills and an ability to delegate responsibilities to meet expectations for quality and value for our members. Secure funding, through memberships and sponsorships, to cover events’ costs. Manage the daily details and use big-picture thinking to ensure truly unique experiences. Works with the sites’ event coordinators to ensure Banquet Event Orders are met which include equipment needs, room reservations, menu planning, and budget requirements. Works with VMDAEC and co-op subject matter experts to create compelling agendas and secure presenters. Make sure bills are accurate as presented and are paid in a timely manner. Works closely with VMD Communications Team members to appropriately market and communicate about the event using all available tools.

ESSENTIAL FUNCTIONS:

Work closely with hotel sales staff on all details of the meetings and provide hotel banquet and catering manager. Design meeting packages to be sent to member cooperatives and others. Attend meetings as on-site contact with hotel and to coordinate all events. Post meeting – prepare billing to member cooperatives and assure accuracy of all hotel or facility invoices prior to processing for payment.Handle administrative duties such as collecting registrations, making staff reservations, monitoring hotel block reservations, reviewing and maintaining event budget, reporting to staff as needed on events’ progress, and reviewing registrations as necessary.Consults with meeting hosts and subject matter experts to determine objectives and requirements for meeting and training events. Responsible for coordinating social media, marketing emails, website updates and other communications to promote before and after events. Works with communications department to develop designs and graphic deliverables for sponsorships.Works with financial department to pre-budget and job cost events. Support internal teams with event planning, marketing strategies, and visuals.Develop and enforce meeting checklist.Provide advance logistical and on-site coordination for professional conferences.Provide assistance as needed with NRECA meetings.When required, assist ODEC with meeting planning services that include site selection, rate negotiation, and assistance on-site.Plan and coordinate meal functions, hotel blocks and banquet relating to Gaff-n-Go Rodeo and other meetings as assigned.Overnight travel within our three-state territory is required.Produce annual list of favorable rates and amenities at local hotels for VMDAEC and our Members.Responsible for maintaining supply levels for VMD facility.Works on tasks as directed by VP of Communications for training, educational events, and internal meetings. Performs additional duties as required.Uphold VMDAEC’s core values of communication, respect for others, teamwork, accountability, and member focus.

SUPERVISORY RESPONSIBILITIES: None

EDUCATION/EXPERIENCE REQUIRED:

Three to five years’ experience as a meeting planner.Exceptional customer service skills are required, including strong decision-making and independent problem-solving abilities and the ability to be flexible and change direction or plans as needed. Experience with event management software, using a computer, including proficiency with Microsoft Office, the internet, spreadsheets, and databases.Strong written and verbal communication skills, including the ability to maintain confidentiality.Ability to inventory, order and stock supplies and materials.Ability to communicate information to groups and negotiate effectively.Self-starter with a growth mindset and strong desire to learn, develop, and work independently, as well as work as part of a team. Ability to prioritize, organize and manage multiple tasks and time effectively to meet deadlines.Strong project management and planning skills, managing numerous projects and work on diverse priorities with deadlines, including the ability to coordinate work with other departments or organizations.Understands budgeting and job costing.

EXPERIENCE/SKILLS PREFERRED:

Certified Meeting Planner (CMP) credential helpful but not required.Junior college/two-year college training preferred.Three to five years’ trade association experience preferred.

We offer an excellent compensation package, depending on experience, with outstanding benefits.

If interested, please send resume to Mary Soulios at [email protected] or apply via Indeed.com.

Virginia, Maryland & Delaware Association of Electric Cooperatives is an Equal Opportunity Employer.