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NADO Published: December 12, 2019
Washington, District of Columbia
Job Type


Position reports to: Executive Director

Supervisory Responsibilities: None

Position Description

The Meetings and Membership Specialist is responsible for planning and overseeing the logistics for the association's annual training conference, annual policy conference, summer board meeting and other meetings, workshops, and events of NADO and the NADO Research Foundation. The Meetings and Membership Specialist is also responsible for the development and implementation of programs and initiatives related to serving, recruiting and retaining association members.

Specific Responsibilities:

· Responsible for meeting planning and logistics, including site review and recommendations of site selections; negotiating contracts with hotels, airline, car rental agencies, tour operators and suppliers; coordinating preparation and on-site logistics such as meeting room requirements, food and beverage functions and audio visual requirements; coordinating conference registration with office manager; and other related tasks to meetings, conferences and events.

· Recruit conference sponsors and exhibitors; develop marketing materials that advertise the sponsorship tiers/packages available.

· Develop post-conference survey and incorporate attendee feedback into future events (working with NADO staff).

· Work with other NADO staff to produce conference marketing blasts, registration materials, conference packets, social media posts, and other conference marketing and conference materials.

· Facilitate selection of contractors and vendors for meetings-related services and purchases; procurement and management of conference-related items and purchases (AV, banners, awards, gifts, and other conference materials).

· Track attendance history at past NADO events and develop analytic reports; evaluate which conference topics and events draw larger crowds; make recommendations of future conference content based on past interest/attendance rates.

· Help NADO staff develop new and innovative marketing strategies to keep conferences fresh/exciting/current/relevant.

· Stay apprised of events that other similar associations host (NACo, NARC, NLC, etc) and help ensure NADO’s conferences are distinct enough to maintain the interest of conference-goers; in addition, help NADO adapt and incorporate effective strategies that other associations are utilizing.

· Facilitate outreach to conference attendees to increase attendee satisfaction, facilitate positive customer service for members, and drive increased conference attendance.

· Help plan special sessions at NADO events for new NADO members and new executive directors to help welcome them and educate them about NADO’s services and how they can be more involved; build relationships with these new members to help them feel welcome at NADO events.

· Analyze the list of registrants and confirmed attendees in advance of each conference – facilitate special outreach to non-members (who might choose to become future NADO members) to encourage them to join NADO.

· Reach out to non-member organizations (EDDs/RDOs) by phone to tell them about the conference, advertise and encourage them to attend.

· Work with funders and philanthropies to negotiate stipends and scholarships that would allow EDDs with small budgets to defray the costs of conference attendance.

· Develop an on-site conference feedback methodology that allows conference attendees to provide real-time suggestions, input, and feedback about NADO events.

· Responsible for membership services, including the recruitment and retention of association members.

· Provides onsite supervision for all NADO and NADO Research Foundation meetings and conferences.

· Responsible for coordinating sponsors and exhibitors at meetings.

· Assists with development and marketing of promotional materials such as brochures and activity updates.

· Responds to membership inquiries.

· Provides logistical support to executive management, government relations and program staff as required.

· Other duties as assigned.

Skills/Experience Required:

The Meetings Planner must be extremely organized and can troubleshoot, innovate, and problem-solve. Experience as organizer of professional and organizational development training and leadership events is essential. Formal training and/or previous experience in meeting planning and membership services is required. Experience in working in a team environment is preferred. Must be able to coordinate multiple tasks with strong attention to detail.

Educational Requirements:

Bachelor's degree preferred but additional qualifying experience may be substituted. Preferred professional certification as certified meeting planner.

Please submit resume and cover letter to [email protected]