Description

Job Name:                   Senior Meeting Planner

Job Reports To:            Chief Communications Officer Communications

Department:                Communications

FLSA Status:                 Salaried Exempt

Schedule:                     Monday - Friday, 8:00 am to 4:30 pm with flexibility to accommodate meetings and events schedule and related travel   

There is some work from home flexibility to be determined by the manager; however, this is not a full-time remote position and requires working in the Nashville, TN office two days per week or as needed. 

SUMMARY:
The National Association of State Boards of Accountancy (NASBA) is a growing company who has long been known as one of Nashville's Best Places to Work. We work with regulators and other clients throughout the U.S. to develop products and services to assist with each stage of the CPA lifecycle: exam, licensure and education, as well as other complementary services.

Employees at NASBA are the keys to our success. We seek outstanding employees who have a desire to grow with us. At NASBA we take pride in an environment that enables employees at all levels to achieve success.

The Senior Meeting Planner is responsible for collaborating with the Chief Communications Officer to plan and execute creative, cost-effective meetings and events and supporting the Communications Team in all aspects of its responsibilities.

Requirements

RESPONSIBILITIES AND DUTIES for this position include the following:

• 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.
• CMP Required and CMM Preferred
• Travel approximately 25%.
• Other duties as assigned

Below is an overview of some of the benefits we offer to full-time employees.

• 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

Some work from home is flexible; however, you must live in the Middle TN area and not out of state. This is not a full-time remote position, and you must work in the Nashville, TN office two days per week or as needed.

NASBA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, an education credential check, credit check, Global Watchlist and/or Government Watchlist.

Due to overwhelming interest in our organization, we are unable to accept faxed resumes or incoming calls regarding open positions. Only those matching the above job description will be contacted.

Thank you for your interest in employment opportunities at NASBA.