Location: Falls Church, VA or WFH in Wash DC Region
Type: Full Time
Preferred Education: 4 Year Degree
The National Genealogical Society (NGS) is a membership society based in Falls Church, Virginia, that serves the genealogy and family history community. NGS serves an individual member base of approximately 10,000 professional and amateur genealogists and family historians as well as approximately 500 member organizations including local genealogy societies, libraries, archives, and museums. We foster collaboration and best practices in advocacy, education, preservation, and research. We enable people, cultures, and organizations to discover the past and create a lasting legacy.
NGS is a small-staff organization with five full-time positions supplemented by contractors and editors.
The National Genealogical Society seeks an organized, resourceful, detail-oriented, and collaborative non-profit/association professional to serve as our Conference and Events Manager. The Conference and Events Manager is the primary staff person responsible for the society’s annual Family History Conference (in-person and/or virtual) which also includes the SLAM! Idea Showcase; Focus on Societies; a Delegate Council meeting; and an expo hall. Social events and field trips are included when the event is in-person. They also manage other in-person and virtual events as capacity allows. The Conference and Events Manager serves on the conference committee and the marketing/communications team. They also support volunteers and staff who plan other events.
NGS’s office is in Falls Church, Virginia, though this position may be filled on-site or work from home (WFH) in the Washington, DC region. NGS believe that, with some exceptions, its staff can conduct their work remotely most of the time without sacrificing the ability to fulfill the mission of NGS or the quality of our programs, products and services. Where a job requires in-person attendance such as at meetings, membership programs, or in representing NGS at events, an employee must meet those requirements regardless of their work location.
The Conference and Events Manager ensures the successful planning and execution of society events. Responsible for contract negotiations, vendor management, expense monitoring and budgeting, record keeping, on-site management, committee management, and staff and volunteer coordination.
For each event, duties include, but are not limited to:
Serving as a member of and providing support for the event’s planning committee/s. Such support includes working with the committee chair to develop and frame the event’s program, drafting event communication materials, engaging and managing the event speakers, and facilitating the overall work of the committee, among other activities.
Developing and managing event registration processes.
Coordinating and/or managing external parties such as an event’s partners, vendors, etc.
Planning and managing logistics including devising and managing an event’s call for papers process, developing an event’s ‘run of show’, selecting an event’s food and beverages (with the conference committee chair), selecting and managing event virtual technology, selecting and configuring the venue, etc.).
Drafting and managing the event’s marketing and communications (as part of the marketing/communications team).
Developing and managing the event’s budget (with support of NGS’s accounting manager and other staff).
Providing ‘day of event’ support.
Developing and managing the event's evaluation process.
Other duties as required.
This position supervises external event-related vendors such as technology providers, catering companies, etc. Ensures effective supervision of on-site volunteers and staff.
Management and Financial
Ensure excellent program quality and communicate NGS event value to audiences.
Align all NGS events to strategic direction and help create a forward-looking vision for the NGS Family History Conference.
Oversee planning and execution for an in-person, hybrid, or virtual Family History Conference with more than 1750 attendees and an expo hall.
Draft, oversee, and manage the conference budget; review financial information, including but not limited to, hotel, vendor, and special event contracts/invoices to ensure costs are maintained within established boundaries.
Negotiate, develop, review, and administer contracts and agreements as required.
Prepare written and oral reports for the Board of Directors as requested.
Help lead conference committee and other meetings to plan and execute the conference.
Event Management and Administration
Work closely with the conference committee to develop and execute a high-quality and innovative conference program that reflects current and future learning needs of the membership and the field.
Collaborate with appropriate staff and vendors to develop annual conference timelines and deadlines related to all events, ensuring the information is communicated with appropriate staff, volunteers, contractors, and other stakeholders.
Ensure all event program activities, including the management of resources and speakers, achieve the overall strategic and financial goals of NGS.
Identify trends and opportunities for innovative and creative experiences for new revenue streams.
Identify opportunities to grow events, including programming, partnering, and participation for both in-person and virtual.
Research and implement new, innovative, and high impact programming and learning formats.
Marketing and Communications
Collaborate with the marketing and communications (Mar/Com) team to establish and ensure deadlines are met on material.
Draft conference website materials and manage the Wordpress environment with assistance from NGS’s IT vendor.
Draft conference communications and marketing materials and review and proofread such materials prior to release.
Provide updates as needed or required and attend marketing meetings.
Review conference website regularly to ensure all information is correct.
Serve as the primary staff liaison to the conference committee.
Manage all committee-related activities including monthly conference calls, in-person meetings, task assignment/tracking, and any relevant follow up.
Manage the SLAM! Idea Showcase committee and provide support to the Organizations and Communities Manager for Delegate Council meetings and Focus on Societies.
The position collaborates with all staff and reports to the Executive Director. As a small-staff organization, NGS maintains a “flat” organizational structure where individuals and teams are expected to communicate, collaborate, and support each other in a collegial and friendly environment.
Work Environment and Physical Demands
NGS seeks to create a work environment that is collegial and friendly, and where individuals and teams are expected to communicate, collaborate, and support each other.
The environment is fast paced but professional. Our office is generally quiet. Currently, most staff are working remotely due to the pandemic which will be reassessed in January 2022. We operate in a Google environment and use Zoom regularly for meetings.
Most of the work is performed on a personal computer sitting at a desk for long periods throughout the day. Some lifting is required for this position to prepare shipments of event and conference materials. Standing for long periods and walking at meetings is required. The ability to remain professional in stressful situations is also required.
Travel to the annual conference and other meetings, including site visits, is required. Travel requirements equate to approximately three weeks per year, COVID-19 safety precautions permitting.
Evening and weekend work is occasionally required, particularly during the height of the conference.
The position is 40-hours per week.
NGS is strongly and actively committed to diversity in its workplace.
Interested candidates should submit a resume, cover letter, and salary requirements to firstname.lastname@example.org or submit through this website. Please include “Conference and Event Manager” in the subject line. The qualified applicant should submit a letter outlining interest and relevant experience, a résumé, salary requirements, and a list of three references. Screening of applications will begin immediately and will continue to be accepted until the position is filled. No calls please.
Degree in nonprofit management, business, hospitality, marketing or similar; CAE or CMP credential in lieu of these specific degrees.
At least five years of experience in an association or nonprofit leading event management.
Must have experience with hotel and convention center contracting.
Proven ability to effectively plan events from beginning to end.
Proven understanding of association management.
Proven customer service excellence.
Excellent communication and project management skills.
Proven ability to multitask.
Excellent interpersonal skills.
Ability to function well independently and in a professional manner
Ability to represent NGS effectively in a variety of settings and diverse communities.
Experience with volunteer management.
Experience and understanding of social media platforms.
Experience with Wordpress and the ability to manage and maintain a conference website.
Excellent computer skills, including familiarity of both association management databases, as well as standard office productivity applications (Word, Excel, PowerPoint, G-Suite, Adobe Acrobat)
Supervisory experience preferred.
Occasional travel required.
Ability to work in a fast paced environment with multiple priorities and deadlines occurring simultaneously.
Good judgment and effective decision-making and problem resolution skills, including the ability to determine the issues/problems that need to be brought to the attention of higher-level staff and/or management.
The National Genealogical Society's (NGS) mission is to inspire, connect, and lead the family history community. We foster collaboration and best practices in advocacy, education, preservation, and research. We enable people, cultures, and organizations to discover the past and create a lasting legacy.
NGS helps individuals learn about their family history and genealogy organizations serve the family history community. Headquartered in Falls Church, Virginia, we are the leader in teaching genealogical research skills and providing a pathway for growth. We publish exceptional content in our industry-standard journal. We lead the genealogy community of over 600 other genealogy organizations. We celebrate exceptional family historians, volunteers, and leaders. And we provide the leading conference for genealogists of all skill levels.