Associate Director of Meetings

Job Title: Associate Director of Meetings and Events Date: May 1, 2023 Department: Meeting and Events Supervisor: Director of Meetings and Events FLSA Status: Exempt Supervisory: No direct supervision The Associate Director of Meetings and Events plans, organizes, and executes in-person, hybrid, and virtual events and meetings for assigned HLC events. The Associate Director works closely with Member Education and Training on event delivery and serves as an essential team member in the planning and execution of the annual conference. Duties and Responsibilities: Collaborates with internal stakeholders to assess and understand needs for programs and events Prepares event-specific budgets, anticipating costs of technical and logistical needs, adhering to the overall budget for each event Manages event logistics forlargely an in-person portfolio ofHLC meetings and events including, but not limited to: Sourcing Negotiating hotel and vendor contracts Managing event pre-registration (including site-building and testing) Tracking and managing housing Creating meeting specifications and run-of-show Determining food and beverage needs and approving event orders Diagramming floor plans Determining signage needs Ordering audio-visual equipment and services Arranging ground transportation and shipping Serving as primary point of contact for vendor/venue contacts Provides timely and relevant updates to program managers and team on key milestones and deadlines to allow for seamless planning of assigned HLC events Travels to events and manages all event details including, but not limited to: Conducting pre-conference operations meetings Walk-throughs and/or simulations Supervising room setups Managing on-site registration desk Managing food and beverage events Implementing the signage plan Troubleshooting any on-site venue-related issues Monitoring expenses Serves as on-site or virtual logistics support for HLC staff, VIPs, event facility staff, and vendors; manages