Deputy Director, Events & Attendee Experience (Hybrid)

Overall Description of Position:

As the Deputy Director for The ESOP Association (TEA), you will oversee the planning and execution of logistics for various conferences and Chapter meetings throughout the year. This position reports to the Vice President, Events & Education (VPEE). In addition to managing staff and volunteers onsite, your ability to efficiently coordinate vendors, timelines, meeting flow, adhere to budgets, and to oversee the various events databases and software applications will be essential.   

TEA is the only organization that advocates on behalf of all ESOP companies. Dedicated to education, The ESOP Association attracts more than 10,000 people annually to its 18 chapters and five national meetings — including the Employee Owned Conference, which is the largest ESOP event in the world. In this role, you will collaborate across departments, maintain content submissions, coordinate with speakers, and ensure logistics are effectively planned and executed. Through your attention to detail, the inevitable changes will be handled professionally and communicated effectively to everyone involved. As you learn the needs of TEA and staff, conference attendees, volunteers, and speakers, you will have an opportunity to provide valuable input on processes, procedures, and future events.   

Overall, you will have responsibility for the events database and related systems. It will be your responsibility to update and maintain accurate information, organize program content submissions and reviews, generate and maintain reports, and provide member access to the information as appropriate including website updates.

Responsibilities/Duties/Function/Tasks:

General

• Keep current on trends and best practices within the events industry.  
• Stay abreast of the latest events technologies and platforms.
• Apply knowledge to implementing, maintaining, and utilizing appropriate software.   
• Document the events process, make suggestions for improvements, implement changes and create SOPs.  
• Understand and be able to apply general accounting principles including reconciling budget and expenditures, tracking and coding invoices, processing reimbursements, etc.  
• Travel to support the events as required.

Logistics & Operations

• Manage hotel room pickup reports and work with VPEE to maintain history. 
• Create and maintain event specifications for each assigned meeting including BEOs and vendor resumes. 
• Interface with event vendors and create, update, and maintain event orders.   
• Maintain and update schedules, timelines, and event documentation including specifications, event requirements, speaker information, abstracts, temp staffing, special events, security and historical information. 
• Manage vendors for insurance, travel, general service provider, design and graphics, printers, etc.  
• Provide logistics services to support a variety of meeting formats (open forum, panels, presentations, roundtables, webinars, video, and virtual platforms), etc.   
• Cultivate and maintain relationships with an extensive variety of suppliers and industry service providers.  
• Handle event related supplies orders and maintain inventories. Work in conjunction with Chapter Execs and Membership Services Manager. 

Sponsorship & Exhibits

• Maintain exhibitor and sponsorship database and keep accurate records.  
• Work with VPEE on the development of exhibitor prospectus and sponsorship prospectus, including rules and regulations, guidelines, benefits, and requirements.  
• Interact with the general service contractor in the development of the exhibitor service kit and prospectus, benefits, etc. as appropriate.  
• Track all sponsorships and exhibitor campaigns and provide customer service to sponsors and exhibitors, including organizing the marketplace exhibit for sponsors.  
• Work with Accounts Receivable on the invoicing and collection of sponsorship and exhibitor fees, etc.  
• Serves as primary contact for exhibitor and sponsor registration questions based on benefits and packages and ensure email inboxes and calls are managed with the highest level of customer service.  

Chapter-Support

• Work in collaboration with Chapter Executives and Chapter Development Officer (CDO) to provide support to Chapter Officers for event design based on best practices and events industry standards.  
• Work with Chapter Executives and CDO to conceptualize and develop forms, documentation, and specifications based on best practices and industry standards.  
• Coordinate RPFs, site searches, contract negotiations for chapter events.  
• Develop with Chapter Execs a ‘Chapter Profile’ for events including criteria and requirements for more turnkey service.  
• In conjunction with Chapter Execs, oversees aspects of Chapters events to ensure a positive and professionally rewarding conference experience. Provide on-site support as appropriate.  
• Work with Chapter Exec and TEA’s volunteer Chapter leadership to ensure valuable core content and learning objectives are met.  
• Develop relationships with venues and vendors on behalf of the Chapters to ensure all expectations are met.  
• Manage and coordinate all supplies and materials required to handle events and are available in a timely manner; know association rules and regulations and implement them as needed.  
• Work with Chapter Execs to track and generate final and historical information reports.  
• Support Chapter Execs in invoice reconciliations and disputes.  

Technology

• Keep current on all event-related software and platforms.  
• Handle all aspects of the ESOP event mobile app development including graphic designs, raw data import and content maintenance.  
• Provide information and updates for the various event websites.  
• Become proficient in the software and platforms used by TEA including but not limited to Salesforce & Fonteva, Zoom, Survey Monkey, Higher Logic, and Campaign Monitor.  

Marketing & Communications

• Work in conjunction with the VPEE and Communications Department and coordinate, organize, print, and collate all event-related materials.  
• Collaborate on integrated marketing and communications campaigns to promote events.  
• Communicate with all stakeholders on changes and update specifications, schedules and working documents accordingly.  
• Work closely with the communications department to oversee copywriting, design, proofing, and production for various materials related to events including brochures and promotions.  
• Ensure all materials have a consistent visual identity, are accurate, maintain graphic standards, and are written in a professional style and tone.  
• Support event-related surveys and develop matrix to track information as appropriate.  

Customer Service

• Serve a primary contact for events and education related inboxes. Read and respond to inquiries in a professional and timely manner.  
• Serve as primary contact for exhibitor and sponsorship questions for all National events and ensure email inboxes and calls are managed with the highest level of customer service.  
• Work with other departments on programs support TEA membership.  
• Receive, evaluate and process all certifications in a timely manner.  
• Support the VPEE to develop, disseminate, and collect evaluation forms, survey instruments, and other forms of formal and informal feedback to determine success in meeting the events mission and goals.  

On-Site Management

• Manage and work with venue and vendor reps as assigned.  
• Interface with event vendors and update specifications accordingly.  
• Take initiative in resolving on-the-spot difficulties as they arise and keep VP, Events & Education informed of challenges and issues as they arise.  

Education

• Create and fulfill certification requests and maintain historical files as needed.  
• Work with VPEE and Education Director on certification programs as appropriate.  

Speaker Management

• Manage logistics for session and webinar speakers for the educational programs including tracking and managing speaker requirements and other related tasks.  
• Manage speaker ready room requirements and work with speakers on-site to ensure they have appropriate equipment and materials needed to successfully present to audiences.  

 

• Perform other duties as assigned. Often serve as a backup if other staff members are not available.  

Preferences:

• Experience working for a membership association. Members receive personalized and immediate action when contacting the association.  
• Proficient in:  
• MS Office 365
• Event App administration and design  
• Familiarity with:  
• Association Management System (AMS) – Salesforce & Fonteva
• Content Management System (CMS) – Drupal  
• Cvent Systems
• Survey Monkey
• Zoom and/or other virtual platforms
• Learning Management System (LMS) desirable
• Photoshop within Adobe Creative Cloud

Requirements:

• Ability to adapt to high volume work periods as required.  
• Availability to work evenings and weekends as needed.  
• Bachelor’s degree or Associates with 5 years’ experience.  
• CMP certification is preferred, but not required.  
• Minimum of 7 years of experience in planning and managing conferences and events.  
• Minimum of 5 years direct vendor management experience.  
• Strong database experience with registration, program submissions, or similar.  
• Strong skills with a solid understanding of contract terms and conditions and some experience negotiating agreements.  
• Experience with onsite logistics management and support for programs.  
• Excellent written and verbal communication skills with special attention to an understanding of written contracts and agreements and writing and editing promotional copy.  
• Experience with abstract submissions and certification management preferred.  
• Association industry or nonprofit background is required; corporate-member association experience is strongly preferred.  
• Must be able to travel, including some weekends.  
• Must be physically able to set up for meetings, carrying (up to 50 lbs) and moving items such as signs, platters, drinks, small AV equipment, etc.  

Attributes of the Director of Written Content and Materials 

• Project manager. You can juggle multiple tasks, allocate & optimize resources, & manage timelines. You enjoy creating & implementing processes & procedures that uphold rigorous standards. You manage a task from start to finish.
• Collaborative. You work well with colleagues & members, understanding their concerns & realistically managing their expectations – you build trust & rapport across all levels of the organization. You give respect; you earn yours. You are grounded in our organizational values of sharing information & working cooperatively.
• Ownership. You succeed in a team environment, work well independently, & carry your weight, learning from others & contributing in equal measure.
• Exceptional communicator. You are known for your poise, tact, & diplomacy. You are comfortable in a professional but fun work environment & can confidently engage at all levels & across multiple stakeholder groups. You collaborate on projects & communicate results, & you are willing to listen & learn from others.
• Cool under pressure. You do your best work when the pressure is highest. You grow more controlled & confident in your abilities to solve problems the more problems arise.
• Service drive. You set the standard for meeting & exceeding expectations. You are responsive & committed. You are clear, tactful, & diplomatic about what’s realistic & what’s possible.
• Strong initiative & judgment. You have good judgment & a thoughtful approach. You are sensitive to the challenges, goals, & varying needs of all stakeholders.

TEA is an equal opportunity employer that values diversity. All employment is decided based on qualifications, merit & business need. We are currently a hybrid work environment and have returned to the brand-new International Employee Ownership Center offices of The ESOP Association, located on Capitol Hill.  TEA offers a competitive salary & benefits package.

Interested individuals should forward a cover letter, resume & salary requirements to job@esopassociation.org. TEA is currently hiring in multiple areas, so please include a reference to the position in the subject line:TEA Deputy Directory Position Application - [Your Name].