Conference Manager

Conference Manager

The American Retirement Association is seeking a dynamic Conference Manager to join our team. Located in Arlington, VA, near the Ballston Metro station, we offer a vibrant working environment (in-office work Tuesday through Thursday; telework Monday & Friday), competitive salary, comprehensive benefits, and the chance to contribute to a growing team. Learn more about our organization by visiting www.usaretirement.org.

The Conference Manager plays a key role in the planning and delivery of high-quality meetings and events for the National Association of Plan Advisors (NAPA), a division of membership within the American Retirement Association.

This multifaceted role contributes to strategic planning, logistical support, budget management, vendor coordination, process implementation, and program development. Our suite of conferences will provide an early to mid-career professional with the opportunity to grow while applying current experience and best practices.

Responsibilities:

The Conference Manager, under the supervision of the Senior Director of Conferences, works closely with the conferences team, other internal association staff, external committees, and vendors on the effective logistical planning, management, and actualization.

• Develop and maintain event details, project plans, apps, dashboards, reports, and historical data to support and evaluate programs.
• Lead all aspects of meeting planning and management (including but not limited to sourcing, budgeting, contract negotiations, comprehensive event specifications, room block and space management, contract obligations, material preparation, shipments, on-site actualization, and post meeting reports) for assigned meetings within established time frames and budget.
• Serve as the primary point of contact through the planning process with staff, conference committee members and speakers, gathering requirements, information, and materials, keeping them on track, and providing information and guidance.
• Provide on-site support for assigned meetings including set-up/specification review, registration, food and beverage functions, signage, and venue/vendor management.
• Contribute to budget planning, monitor budgets, and track expenses for assigned meetings with the expectation assigned meetings will meet or exceed projected net revenue goals; reconcile and process invoices.
• Liaise with the sales team and the Sponsorship and Exhibitor Services Manager on fulling sponsorship deliverables.
• Contribute to continual process improvement through idea generation, technology, and creative approach to increase efficiency, and enhance delivery and attendee experience.
• Ability to travel domestically, 3-5 times per year for planning visits and on-site conference management.
• Other duties as assigned.

Qualifications:

A successful Conference Manager must have an ever-growing skill set, a consensus building mindset, a willingness to learn, a passion to deliver and the adaptability to meet the changing and challenging demands of conference portfolio.

• Bachelor’s degree or equivalent experience.
• 4+ years of experience in a similar role, preferably in a non-profit association.
• Certified Meeting Professional (CMP) designation preferred. Desire and willingness to work towards certification if not already achieved.
• In-depth knowledge of conference planning principles and practices with demonstrated experience in developing, planning, and actualizing educational conferences.
• Strong interpersonal, communication (oral / written), and presentation skills; ability to communicate with tact and professionalism.
• Strong analytical and problem-solving skills.
• Capacity to manage multiple priorities and conflicting tasks.
• Ability to work with initiative on dedicated tasks autonomously and collaboratively with others.
• Proficiency in Microsoft 365.
• High level of independence, initiative, and creativity.
• Ability to lift items 20 lbs. or heavier and walk long distances.
• Visual acuity to perform some key job functions.

About American Retirement Association:

The American Retirement Association, a non-profit professional association, has a long and storied reputation that dates back to its founding in 1966 as the American Society of Pension Actuaries. Today, its 34,000+ members include every type of pension professional – from business owners, actuaries, consultants, and administrators, to insurance professionals, financial advisors, accountants, attorneys, and human resource managers. While American Retirement Association members come from all corners of the country, representing every part of the industry, they are all united by their belief in and commitment to the private workplace retirement system.

The American Retirement Association’s mission is to empower retirement professionals to build a stronger workplace retirement system for Americans through information, education, and advocacy.

Employee Benefits:

The American Retirement Association offers its full-time employees a robust benefits package that includes:

• Medical, Dental & Vision Insurance
• Life Insurance
• Short-Term & Long-Term Disability Insurance
• Profit Sharing 401(k) Plan
• Defined Benefit Pension Plan
• Health Savings Account
• Flexible Spending Account
• Eleven Paid Holidays
• Eighteen Days of Paid Time Off
• Two Hours of Personal Leave Per Month
• Parental Leave
• Hybrid Work Arrangement (Telework on Mondays and Fridays)
• Commuting/Telework Benefits
• Employee Assistance Program
• Membership in Pryor+ Learning Management System
• Membership in Experian My Financial Expert
• Membership in Calm App
• Worldwide Travel Assistance Program
• Will Preparation Services

To Apply:

If you are looking for an opportunity to join a dynamic professional association with a great working environment, apply today! No phone inquiries, please. We look forward to hearing from you!

American Retirement Association is an Equal Opportunity Employer. American Retirement Association provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Job Type: Full-time

Pay: $75,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday
• Weekends as needed

Ability to commute/relocate:

• Arlington, VA 22203: Reliably commute or planning to relocate before starting work (Required)

Experience:

• meeting and event planning: 4 years (Required)

Work Location: Hybrid remote in Arlington, VA 22203