Director, Meeting Services

The Director, Meeting Services plays a critical role in the Meeting Services department in the administration, coordination, and implementation of CSBS' major external meetings and events from conception to completion. As a shared service to the organization, this position, in collaboration with the Senior Director, Meeting Services, will ensure that all events are successful, cost-effective, and align with the organization's goals and objectives. As such, the position will be responsible for:

• Nationwide site search, selection, and contract negotiations.
• Creation and oversight of event registration.
• Coordination and implementation of meeting requirements.
• Development and oversight of policies, procedures, and standards to ensure all CSBS events are professionally managed and presented.

Essential Functions
To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions. Other duties may be assigned to meet business needs.

• In collaboration with the Senior Director, Meeting Services, this position will implement policies, procedures, and standards for working with staff and vendors in preparation for and execution of all organization meetings.
• Manage vendors including: Cvent (registration), hotels, audio-visual vendors, shuttle/bus travel management, and special events staff.

• Create and update requests for proposals (RFP).
  • Manage the bid process and coordinate requirements through work with program manager.
  • Negotiate with vendors to obtain the best terms that ensure financial success and quality attendee experiences.

• Manage the logistics associated with meetings, including site selection, meeting space assignment, transportation, audio-visual needs, registration, security, housing, cancellation insurance (when needed) or any other logistics required by the specific meeting.

• • Manage Cvent registration site build, launch, attendee correspondence, and reporting in conjunction with the program coordinator and program manager.

• Manage event preparation process (coordinate handouts, prepare name badges, shipping, inventory, etc.) in collaboration with the program manager and the program coordinator.
• Manage meeting-program budgets and compile post-event reconciliation reports collaboratively with the accounting and program manager.
• Review and authorize payment of invoices for services.

Additional Responsibilities

• Lead, participate, or assist in special projects as assigned.
• Actively engage with external hospitality organizations and representatives such as the Professional Conference Management Association (PCMA), Meeting Professionals International (MPI), American Society of Association Executives (ASAE), Convention and Visitor's Bureau (CVBs), and Hotel National Sales Officer (NSOs).

Minimum Qualifications
To perform this job successfully, an individual should possess the knowledge, skills, and abilities listed and meet the amount of education, training and/or work experience required.
Education and Experience

• A bachelor's degree (or higher) and 10+ years' experience in meetings management; or a commensurate combination of education and experience.
• Certified Meeting Professional (CMP) designation preferred.
• Proficient in Cvent with active and current experience in Cvent Flex and Attendee Management.
• Experience in a non-profit member association preferred.

Knowledge, Skills, and Abilities

• Experience/expertise in creating high-quality, executive-level conference experiences.
• Excellent verbal and written communication skills.
• Excellent organizational and time management skills.
• Must be extremely detail-oriented, able to manage multiple tasks, meet deadlines, and adjust to

changing demands.

• Works effectively with and supports a diverse group of colleagues with different projects, business needs, and expectations, in a fast-paced, deadline-driven environment.
• Excellent customer service skills, committed to quality service.

• • Works and communicates with members and staff to satisfy their expectations.

• Strong judgment and demonstrated success acting in the best interest of the organization and within principles of integrity.
• Familiarity and experience working in a membership organization's education and events.
• Ability to act independently in solving problems while exhibiting judgment and a realistic understanding of issues.
• Ability to work both independently and collaboratively at the CSBS office and remotely.

Requirements

• Due to the nature of CSBS' business in support of state financial services supervision, all CSBS employees have the potential of interacting with confidential information related to the supervision of financial services companies ("Confidential Supervisory Information"). As a result, in addition to general business conflicts of interest, all CSBS employees are expected to disclose conflicts of interest in financial services companies on at least an annual basis and to proactively avoid such conflicts.
• Protect the confidentiality, integrity, and availability of CSBS information and information systems in accordance with CSBS policies and procedures.

Values Instilled Behaviors for Excellence
Member/ Customer Service

• Builds and values relationships.
• Prioritizes work.
• Advocates and advances member's goals.

Teamwork

• Gives credit to others.
• Has a "pitch in" attitude.
• Learns from successes and setbacks.

Respect/Trust

• Listens and learns from others.
• Speaks the truth even when uncomfortable.
• Honors the expertise of others.

Collaboration

• Recognizes the contributions of others.
• Consults and communicates effectively.
• Desires to make others successful.

Ownership/Engagement

• Perseveres through adversity.
• Experiments and takes risks.
• Plans ahead and is forward-thinking.

Core Leadership Competencies
Achievement Oriented Thinking

• Is a solutions-oriented thinker.
• Has good time management skills.
• Manages expectations of what is achievable.

Change Management

• Actively engages and participates during change.
• Asks questions and takes ownership for understanding why the change is happening and the risk of not changing actively.
• Adopts the new habits, monitors own performance and checks self against the objectives, and seeks help when they don't match.
• Identifies and communicates obstacles and resistance.

Emotional Intelligence (Self-Awareness)

• Manages own emotions productively to stay in role.
• Handles emotionally charged situations productively and with empathy.
• Asks for and openly accepts feedback; looks for opportunities to grow.
• Conducts conversations courageously - hitting difficult issues head-on with an eye on maintaining relationships.

Working Conditions

• General office.
• Travel up to 25% of time.

Other details

• Pay Type Salary
• Min Hiring Rate $120,251.00
• Max Hiring Rate $162,693.00

Apply Now