Meetings Specialist - Communications and Marketing
Type: Full Time (Remote & In Office)
Required Education: 4 Year Degree
JOB TITLE: Meetings Specialist
PROGRAM: Communications and Marketing
LOCATION: Denver, CO
SALARY: $4,802 p/month
Are you ready to join an organization with an extraordinary mission? The National Conference of State Legislatures offers careers where you can use your skills, knowledge and experience to truly make a difference. NCSL’s mission is purposeful – strengthening the legislative institution. From informing effective policies and promoting communication among state legislatures, to ensuring states have a strong, cohesive voice in the federal system, our team works in service of legislatures. And, with a commitment to constantly innovating all resources and services to meet the evolving needs of members, NCSL has earned the reputation as the nation’s most trusted bipartisan membership organization for legislators and legislative staff. Our success serving NCSL members relies on our team of passionate, dedicated professionals who work diligently to strengthen the legislative institution. Join our team and contribute to this unique, essential mission.
ABOUT THE ROLE:
The Meeting Specialist will join a six person Meetings team housed in NCSL’s Communications Division. The Meetings team is essential to the overall success of NCSL’s mission of strengthening the legislative institution because we provide the means for members from all over the country to meet face to face in 50-plus meetings a year. This position will act as a liaison between NCSL policy staff and meeting vendors to produce flawless events for our members. This position assists with the coordination of online and small to mid-size meetings. This includes planning, budgeting, registration, housing, logistics, site selection, bill reconciliation and program development. The work requires initiative, independence, strong organizational skills, budget management skills, attention to detail, a broad-based knowledge of non-profit organizations, the meeting industry and strong interpersonal skills. The Meeting Specialist must be able to take a project from conception to completion and have the ability to manage multiple projects, resources and budgets.
WHAT YOU’LL DO:
Plans, arranges, and coordinates all administrative, logistical and support services for the NCSL Legislative Summit and Exhibition in conjunction with the Director of Meetings.
Manages multiple meetings at any given time which includes, but is not limited to, site searches, RFPs, meeting timelines, budgeting, contract negotiation, onsite management and budget reconciliation.
Ensures that meeting standards, deadlines and contractual agreements are followed. Reviews contracts with skill and knowledge of legal terms used in hotel and vendor contracts. Negotiates mutually fair contracts that protect NCSL from risk.
Prepares budget estimates for assigned meetings and conferences; assures optimum financial results by monitoring expenditures, analyzing billings, and adjusting services to stay within budgets; reviews and approves final invoices for payment.
Provides on-site management including registration, food and beverage, logistics, housing block and vendors/suppliers, audio visual, transportation, etc.
Coordinates webinars and online learning. Prepares timeline, budget and executes webinars.
SHARE YOUR KNOWLEDGE:
This position has no direct supervisory responsibilities.
THE WORK ENVIRONMENT:
This position is a mostly performed in an office environment, on or off-site, with prolonged periods of sitting at a desk and working on a computer. Team members utilize standard office equipment such as copy machines, laptops, printers, scanners, and smartphones. Expand your horizons with travel opportunities to network with lawmakers and staff across the country (includes overnights and weekends by airplane). Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
YOUR BENEFITS AT A GLANCE:
Our employees are the foundation to our success, so we are committed to offering a full range of benefits for you and your eligible family members, including domestic partners. Striking a healthy balance between work and personal life is important. Our total rewards package includes resources to support well-being and no cost benefits to help make life a little bit easier.
Flexible, remote work options including the ability to telework up to 4 days a week
Health insurance (HMO 90% covered by NCSL), Dental insurance (Employee only covered 100%), Low cost vision benefits
401(a)-retirement plan with 10% employer contribution after 6 months and full vesting plus 457b retirement plans with pre and post-tax options
3-weeks paid vacation with 5+ years of paid full-time work experience with another employer and generous sick leave
Paid holidays including 4 additional days per year to use at your preference
Paid family and parental leave
FSA and Dependent Care Accounts
Professional development through LinkedIn Learning
Paid time off to volunteer
Aflac hospital advantage, critical illness, and accident plans
Discounted 24-hour fitness memberships and RTD / Metro bus & train passes
Pet insurance with multiple options to fit your budget
Benefits provided at no cost:
2x annual salary life insurance and long term disability
Employee Assistance Program provides confidential, 24/7 support for employees and dependents
Health Advocate for employees and their family members to simplify the healthcare experience including resources to support your health and well-being
IDX Identity Theft and Privacy Protection (Employee only covered with options to add dependents)
Benefit Hub: discover local savings from merchants in your neighborhood, including movie tickets, hotels, restaurants, shops, and more
Relocation assistance provided for out-of-state candidates
HOW TO JOIN OUR TEAM:
A career with NCSL offers exciting opportunities to grow your career in line with your aspirations. We gladly invite you to apply online for this role by including a resume and cover letter, before 5pm MST on October 20, 2021. Learn more about working with NCSL by visiting our careers page: https://www.ncsl.org/research/about-state-legislatures/ncsl-careers.aspx. We are looking forward to receiving your application!
NCSL is proud to be an equal opportunity employer and is committed to developing a diverse, dynamic team and inclusive workplace. NCSL does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability, or any other status protected by law or regulation.
QUALIFICATIONS FOR SUCCESS:
A bachelor’s degree plus at least three years of relevant work experience. The preferred work experience or education background should include some professional meeting management or professional meeting planning experience.
Proven track record in managing and planning meetings from 25 people to 1,000.
Skill and competence to work effectively with a diverse group of individuals.
Skill and competence in handling complex administrative and logistical details for large meetings.
Sound judgement in communicating information in a neutral, non-partisan manner
Ability to work well under pressure, multi-task and meet deadlines.
Are you ready to join an organization with an extraordinary mission? The National Conference of State Legislatures offers careers where you can use your skills, knowledge and experience to truly make a difference. NCSL’s mission is purposeful—strengthening the legislative institution. From informing effective policies and promoting communication among state legislatures, to ensuring states have a strong, cohesive voice in the federal system, our team works in service of legislatures. And, with a commitment to constantly innovating all resources and services to meet the evolving needs of members, NCSL has earned the reputation as the nation’s most trusted bipartisan membership organization for legislators and legislative staff. Our success serving NCSL members relies on our team of passionate, dedicated professionals who work diligently to strengthen the legislative institution. Join our team and contribute to this unique, essential mission.