Housing & Meeting Manager

Posting Date: 2/7/2023

Location: Rockville, MD

Cluster/Team: Professional Education Cluster / Convention & Meetings Team

Coach: Director, Event Services

Salary Range (Non-Negotiable): $67,802 – $75,336

FLSA Exemption Status: Exempt

Description

The primary purpose of this position is to manage general logistical support for the Association meetings and conferences, to manage the specific housing needs of the Convention, conferences and special meetings and functions.  The position serves on the Event Services team and through collaborative and effective project and process management promote and provide best-in-class services, event experience and design, to benefit the member engagement objectives of the Association. Specific responsibilities include serving as primary manager with the outside housing company, providing direction for large citywide Convention needs, and coordinating related support. The Manager will act as the principal liaison with the local hotels and serve as the main point of contact with ASHA’s travel agency to ensure the best cost savings to ASHA and its travelers. This position has an active role in the planning and on-site management activities at the Convention, and other meetings or conferences as requested. The Manager must be highly skilled in providing excellent customer service in all areas of management and to various clientele, should have balanced skills for both detailed and creative work and be dedicated to clear communication and collaboration with team members, colleagues, and vendor partners. Some travel is required.

Responsibilities

1. Work with Sr. Director Convention and Meetings, Director of Event Services, and Housing Management Company to manage significant current and future year contracting for large citywide Convention and other events of the Association. Serve as the primary lead to the Housing Management Company and in the development and implementation of housing sites for member and partner use, including website, systems management, key documents, and for reporting.
2. Manage, forecast, and analyze data and trends, as it relates to housing and travel. Using the data collected, make recommendations to standards, policies, and procedures.
3. Maintain and manage credit applications, reconciliation of monthly travel and local hotel statements, as well as final close out of convention housing bills, commissions, and rebates.
4. Manage Convention staff and vendor housing assignments, travel needs, and final billing, ensuring optimization of concessions for Association savings.
5. Co-manage the scheduling of the ASHA Board, Committee and Council activities, locally and at the Convention, including coordination of AV and F&B, from planning to on site management, and other special projects as needed.
6. Serve as the primary lead with local hotels and vendors to secure annual rates, contracts, blocks, space, and meeting services.
7. Maintain and assist in the development of the ASHA Travel Site with policies, forms, and data collection.

Qualifications

Knowledge Typically Acquired Through

• Bachelor’s degree or equivalent experience with emphasis on business management, hospitality services, customer services, or related field, and strong oral and written language
• CMP Preferred
• 3–5 years of work experience in managing event related activities such as housing, travel, specifications, accounts reconciliation and customer service inquiries and solutions.
• Experience working with hotels, staff groups, member committees and program management.
• Demonstrated experience writing correspondence and informational materials.

Scope and Depth of Technical Skills/Knowledge

• Exceptionally strong technology skills in basics such as Word, Excel, and PowerPoint and ability to learn and implement new software applications with relative ease.
• Experience with NetForum or other AMS highly preferred.
• Demonstrated knowledge of database management.
• Demonstrated good business writing and proofreading skills.
• Strong project management and organizational skills.
• Demonstrated understanding of meeting planning, including floor plans, square footage, scheduling, financial reconciliation, and audiovisual equipment.

Scope and Depth of Non-Technical Skills/Knowledge

• Ability to work cooperatively and to interact effectively with members, the public, and all levels of ASHA staff.
• Positive work ethic and dedication to exceptional customer; ability to exercise tact and discretion in dealing with colleagues, members, and the public.
• Commitment to working both independently and as a team player; ability to relate well to others, build relationships, and constructively interact with a variety of colleagues, employees, volunteers, and vendors.
• Demonstrated ability to organize and prioritize multiple projects involving careful attention to complex details within deadlines and under pressure.
• Demonstrated ability to collect, interpret and report data.
• Strong communication skills.
• Proven ability to complete large quantities of work within tight deadlines.
• Solutions-oriented, with the ability to think both strategically and operationally.
• Commitment to DEI, within the association, with members, vendors, and daily-work.
• Ability to travel appropriately 14–21 days a year.