Under the limited supervision of the National Director, Business Operations, the Director, Conferences & Learning Events will lead and manage the development and execution of world-class events, including all aspects of meeting planning and event logistics for Boys & Girls Clubs of America’s corporate, regional, state, and local events. The scope of responsibility will include, but not limited to, logistics, fiscal monitoring and performance, master contracts for transient hotels and travel services, exhibits, and in-house catering. The Director of Conferences & Learnings will supervise a team of meeting planners.
The Director of Conferences & Learning Events should display exceptional organization and prioritization skills. Demonstrated ability to work effectively with individuals and managers at all levels. Excellent presence with Boys & Girls Clubs of America’s senior leadership team. Expertise in budgeting and reporting. High degree of familiarity with, and ability to use, events planning and registration systems. Computer efficiency should include knowledge of databases and Microsoft Office Suite. Excellent verbal and written communication skills.
- Plan, organize, and implement multi-level events. Act as onsite manager to ensure logistics and technology are flawlessly executed. Coordination of onsite team is involved, including hotel and Boys & Girls Clubs of America staff.
- Plan, coordinate, and implement meeting logistics and operational components for Boys & Girls Clubs of America events, including:
- Board of Governors meetings
- National Conference and National Keystone Conferences
- Regional Leadership Conferences and state and council-based events
- Youth of the Year events
- Local leadership development and youth development trainings
- Perform site-selection for training events, proactively negotiating prices and contracts to create preliminary budgets.
- Partner with Boys & Girls Clubs of America’s financial management team to ensure events are accurately closed and reconciled.
- Develop and maintain and update the National Calendar of Meetings and Events.
Supervision of Conferences & Learning Events Team
- Directly supervise 2 Assistant Directors and their team of Specialists in the planning and execution of corporate, regional, state, and local events. Ensure Assistant Directors adhere to operational, administration, and managerial standards.
- In partnership with National Director, Business Operations, maintain a customer service support strategy and ensure that it is implemented and maintained consistently.
- Help to create a culture of providing the highest quality of customer service and act as role model of service to the Movement, by providing regularly scheduled customer satisfaction surveys, using results for improvement of identified quality standards.
- Oversee the professional development and coaching of all Conferences & Learning Events staff.
- Works in concert with service unit and departmental leads on research, processes, resources, tools, and organizational objectives
- With a commitment to data-informed decisions and in partnership with the National Director, Business Operations, work to create necessary systems and processes to be used by Conferences & Learning Events team. Systems should track team’s key performance indicators, including, but not limited to, events life cycle, request data, contract lifespan, and satisfaction surveys.
- Manage the process and utilization of the Business Operations project management tool.
- Ensure Conferences & Learning Events team is adhering to data quality, including reconciled attendance and financial information.
- Demonstrates strong leadership and team building ability
- Requirement to take on lead responsibility outside own scope of work
- Ability to manage multiple priorities
- Expectation to lead in absence of established leadership
- Leads the departmental mission and strategy with internal and external stakeholders, serving as a brand ambassador
- Serves as a mission-led “culture builder” to ensure that the values and core beliefs of our mission are maintained
- Demonstrates and ensures staff understanding of extensive content knowledge of programs and initiatives, utilizing departmental systems and processes.
- Ability to make decisions and solve problems.
- Budget planning, administration, and management
- Reconciliation of financial charges with multiple budgets and across the enterprise
- Effectively scopes and charts the assigned project, making use of organizational project management tools
- Monitors progress and resolves issues in a timely way when course correction is needed
- Ensure staff bring projects to successful closure
- Point of contact for Conferences & Learning Events to drive the collaborative, strategic, and cross-departmental efforts to drive impact and/or organizational effectiveness
- Builds trust and rapport with others quickly.
- Shares information in an open and transparent fashion.
- Demonstrates BGCA mission-driven values of integrity, excellence, and inclusion.
- Treats others fairly, honestly, and consistently.
- Accepts responsibility for his/her actions and confronts unethical behavior, engaging HR and senior leadership as appropriate.
- Demonstrates confidentiality when required and appropriate.