The director of conference and event services is responsible for the daily operations of CVSA meeting services and oversees all aspects of logistical planning of conferences, workshops, meetings, events, and activities. This position supports the needs of the membership by providing quality services as the Alliance strives to implement the organizations strategic initiatives.
Essential Job Functions
The following list of duties is not exhaustive. CVSA may also outline additional responsibilities that are not included in this job description.
Responsible for overseeing all logistical aspects of CVSA meetings including, but not limited to, timelines, food and beverage, audio visual, VIP arrangements, processing of event registration and final invoice reconciliation for all events
Responsible for overseeing all aspects of the various vendor relationships and event contract management, including the request for proposal (RFP) process and the negotiations for the selection of vendors
Responsible for determining location, site, space, transportation, administrative and vendor support requirements for all events
Responsible for providing on-site meeting management for various aspects of CVSA conferences, workshops, meetings, symposiums, events, and activities
Responsible for overseeing the meeting and event set-up within our association management system for all events
Responsible for negotiating and managing hotel and convention center contracts for all events
Responsible for hotel rooming list oversight and management for all events
Responsible for conducting and managing pre- and post-convention meetings with hotels and convention center for all events
Responsible for developing budgets for all meetings; monitor budgets and provide periodic forecasting
Responsible for overseeing the event marketing and email communications to include eblasts and website content management and publication for all events
Responsible for overseeing the development of post-event evaluations to determine how future events could be improved
Responsible for managing and overseeing all aspects of sponsorships including solicitation, processing invoices, and coordinating sponsorship fulfilment activities
Assist with the development of policies and procedures for all events
Assist with monitoring event activities to ensure compliance with applicable regulations and laws
This position involves the direct or indirect management of other employees. This position may be responsible for selecting and overseeing external contractors and vendors who provide services related to the development and implementation of the Alliance’s programs and services.
Bachelor’s degree from an accredited college or university, or equivalent combination of education and experience
Certified Meeting Planner (CMP) preferred
Several years of conference and event planning experience in the nonprofit community, with either an association or an association management company
Exhibition and sponsorship management experience
Available for national and international travel
Knowledge, Skills and Abilities
Extensive knowledge and understanding of hotel, convention center, and vendor contract agreements
Extensive knowledge and understanding of best practices within the meetings industry
Extensive knowledge and understanding of the supplier marketplace, emerging trends, and best practices in the meetings industry
Ability to prepare, justify and maintain meeting and event budgets
Ability to develop, plan and schedule concurrent meetings, events, and programs
Problem-solving skills with the ability to make sound, prudent decisions
Ability to meet deadlines of assigned deliverables
Ability to provide exceptional customer service to members and stakeholders
Ability to continuously demonstrate exceptional verbal, written, listening, and interpersonal skills
Ability to develop and maintain professional internal and external relationships
Strong organizational skills, superior attention to detail and self-motivation
Ability to work in a fast-paced, evolving environment
This position will be based at our headquarters office in Washington, DC and involves the routine use of standard office equipment such as computers and phones.
The position requires periodic work outside of normal business hours, as well as travel both during and outside of normal business hours.
The physical demands described here are representative of those that must be met by an employee to safely and successfully perform the essential functions of this job consistent with federal, state, and local standards, including meeting qualitative and/or quantitative productivity standards. This position requires the ability to pack and ship conference materials that can weigh in excess of 50 lbs. each (averaging 30-40 lbs. per box).
Persons with mental and physical disabilities as defined by the Americans with Disabilities Act (ADA) are eligible for this position as long as they can perform the essential functions of the job after reasonable accommodations are made to their known limitations. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible for this position.
The Commercial Vehicle Safety Alliance (CVSA) is a nonprofit organization comprised of local, state, provincial, territorial and federal commercial motor vehicle safety officials and industry representatives. The Alliance aims to prevent commercial motor vehicle crashes, injuries and fatalities and believes that collaboration between government and industry improves road safety and saves lives. Our mission is to improve commercial motor vehicle safety and enforcement by providing guidance, education and advocacy for enforcement and industry across North America.