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NASBA · 3 weeks ago

Senior Meeting Planner

Nashville,TN,US

Full-time

Hybrid

Senior Level

The National Association of State Boards of Accountancy (NASBA) is a growing company known for being one of Nashville's Best Places to Work. The Senior Meeting Planner will collaborate with the Chief Communications Officer to plan and execute creative, cost-effective meetings and events while supporting the Communications Team in all aspects of its responsibilities.

AccountingAssociationFinance

Responsibilities

Work closely with NASBA staff to understand objectives, timelines, and requirements during the planning process for meetings and events

Coordinate logistics for each meeting within established budget guidelines

Develop a logistics plan for each meeting including but not limited to:

Lead budget forecasting for meetings and events

Develop and prepare effective meeting correspondence, materials, handouts, signage, speaker lists and bios

Negotiate, coordinate and review to ensure accuracy of site contract details for hotel, lodging (room blocks), catering, meeting rooms, security, offsite activities, and transportation

Coordinate, assemble and ship conference materials, supplies and equipment

Coordinate, assemble and distribute digital conference materials and binders

Coordinate attendee (client) information, registration, and customer service needs

Coordinate technology requirements and AV equipment needs

Perform site inspections to determine proper fit and standards for meetings and conferences

Coordinate venue setup and resolve problems as necessary to ensure event success

Coordinate event staffing independently and/or as a leader of a team depending on the size and complexity of each event. Provide coaching and training for staff in all components of event and registration services

Oversee meeting app and all content associated with the platform

Manage virtual meetings including meeting creation, hosting, and engaging meeting attendees

Apply knowledge of customer service standards, best practices and NASBA policies to identify, clarify and resolve any potential concerns and ensure events are appropriate for the purpose intended

Apply knowledge to articulate relevant practices or procedures related to insurance requirements, safety and security, emergency procedures, ADA compliance, photography and copywriting, and any amplified noise policies. Monitor and ensure compliance during each event

Attend both daytime and evening functions to oversee every aspect of each event

Serve as both internal and external point of contact for event information

Maintain proactive, positive, and open lines of communication between clients (member boards and volunteer committee members) and NASBA team members to ensure clear understanding of expectations performed throughout the event cycle

Create and report post-meeting evaluations

Preserve meeting history in an organized manner that is accessible to team

Audit various hotel and vendor related invoices. Provide expense reconciliation following each event and resolve any outstanding billing disputes

Maintain corporate Meetings Calendar

Cultivate positive working relationships with key stakeholders

Travel approximately 25%

Other duties as assigned

Qualification

Event PlanningBudget ManagementLogistics CoordinationVirtual Meeting ManagementContract NegotiationTechnology CoordinationCustomer ServiceCommunication Skills

Required

Work closely with NASBA staff to understand objectives, timelines, and requirements during the planning process for meetings and events

Coordinate logistics for each meeting within established budget guidelines

Develop a logistics plan for each meeting including but not limited to: Lead budget forecasting for meetings and events

Develop and prepare effective meeting correspondence, materials, handouts, signage, speaker lists and bios

Negotiate, coordinate and review to ensure accuracy of site contract details for hotel, lodging (room blocks), catering, meeting rooms, security, offsite activities, and transportation

Coordinate, assemble and ship conference materials, supplies and equipment

Coordinate, assemble and distribute digital conference materials and binders

Coordinate attendee (client) information, registration, and customer service needs

Coordinate technology requirements and AV equipment needs

Perform site inspections to determine proper fit and standards for meetings and conferences

Coordinate venue setup and resolve problems as necessary to ensure event success

Oversee meeting app and all content associated with the platform

Manage virtual meetings including meeting creation, hosting, and engaging meeting attendees

Apply knowledge of customer service standards, best practices and NASBA policies to identify, clarify and resolve any potential concerns and ensure events are appropriate for the purpose intended

Attend both daytime and evening functions to oversee every aspect of each event

Serve as both internal and external point of contact for event information

Create and report post-meeting evaluations

Preserve meeting history in an organized manner that is accessible to team

Audit various hotel and vendor related invoices. Provide expense reconciliation following each event and resolve any outstanding billing disputes

Maintain corporate Meetings Calendar

Cultivate positive working relationships with key stakeholders

Travel approximately 25%

Other duties as assigned

Benefits

Medical/Dental/Vision

Health Reimbursement Account (HRA)

Life Insurance

Short-Term & Long-Term Disability

Numerous Voluntary Policies

Employee Assistance Program

401(k) Plan (NASBA contributes 5.7% of employee’s salary)

Flexible work plan benefit $100 monthly allowance.

Parking paid on days in the office.

Holidays (13 days)

Paid leave time - (prorated based on hire date and earned on an accrual basis)

Vacation Leave (15 days)

Sick Leave (12 days)

Personal Days (3 days)

Flex Spending Account (FSA)

Dress for Your Day Casual Dress

Company

NASBA

Founded in 1908, the National Association of State Boards of Accountancy (NASBA) has served as an association dedicated to enhancing the effectiveness and advancing the common interests of the country’s 55 State Boards of Accountancy for more than 100 years.

Founded in 1908