Meetings and Events Manager

Meetings and Events Manager

About NASPA

NASPA is the leading association for the advancement, health, and sustainability of the student affairs profession. We serve the diverse needs of our community, from vice presidents of student affairs to undergraduate student leaders considering a career in the field. Founded in 1919, NASPA includes more than 15,000 members in all 50 states, 29 countries, and 8 U.S. Territories. Guided by the principles of integrity, innovation, inclusion, and inquiry, we are dedicated to empowering our members to realize their full potential and to cultivating student success in collaboration with our institutional members, who represent every sector of higher education. NASPA centers justice, equity, diversity, and inclusion in our work; read more about our commitment here.

This position is situated in the Learning and Event Engagement Team, which is responsible for the planning and execution of a suite of professional development offerings to NASPA members. NASPA provides conferences, workshops, and symposia that educate and empower student affairs professionals to advance student success in higher education.

About the Position

The Meetings and Events Manager (MEM) plays a vital role in supporting NASPA’s place-based and online programmatic efforts, conferences, and events. Working closely with the Director and Associate Director of Meetings and Events (DoME and ADME), the MEM assists with all aspects of event coordination for assigned NASPA HQ and regional events. This position collaborates with NASPA staff and regional volunteers to ensure smooth execution and high-quality experiences for all participants. By managing key components of event operations, the MEM contributes to the success of meetings and conferences, enhancing participant engagement and ensuring that organizational standards are met.

Essential Responsibilities

Responsibilities include, but are not limited to:

Event Planning and Coordination

• Work collaboratively with NASPA staff and volunteers to coordinate the planning, logistics, and execution of conferences, workshops, and other events.
• Assist with venue assessments, menu planning, vendor management, and speaker coordination.
• Serve as the point of contact for managing communications with participants, presenters, and vendors to ensure clear and timely updates before, during, and after events.
• Support budget management by assisting with the review of event budgets, processing select payments and reimbursements, and monitoring event-related expenses.
• Contribute to the success of both virtual and in-person events by coordinating logistics such as shipping, vendor services, and volunteer management.

Program Support and Scheduling Management

• Assist with the preparation and distribution of event-specific materials, ensuring timely delivery of shipments to event locations.
• Assist in managing program scheduling, including the coordination and assignment of program reviewers, maintaining reviewer and applicant lists, and assisting with the program selection process.
• Ensure event materials such as invitations, name badges, slide decks, templates, and program books are designed, edited, and prepared according to organizational standards.

Participant Engagement and Communication

• Serve as a key point of contact for participant communication, addressing inquiries, providing event information, and managing shared email and voicemail boxes.
• Coordinate and assist with speaker and presenter needs, including managing logistics, schedules, and communications.
• Assist with post-event assessments, gathering participant feedback and helping to evaluate the success of the event for future planning.

Event Logistics and Execution

• Assist with logistical components of events, such as managing vendor relationships, organizing site visits, coordinating with event venues, and supporting volunteer management during events.
• Collaborate with the business systems strategy team to ensure all technical aspects of events (e.g., registration, website, and app builds) are in place and functioning properly.

Post-Event Assessment and Continuous Improvement

• Support post-event evaluation processes, including gathering and analyzing participant feedback to identify areas for improvement in future events.
• Work with the DoME and ADME to apply lessons learned to upcoming events, ensuring continuous improvement in event execution.

Additional Responsibilities

• Support the association with additional tasks as needed, ensuring that all responsibilities align with NASPA’s mission and goals.
• Assist with special projects or initiatives as assigned by the Director or Associate Director of Meetings and Events.

Reports To

Assistant/Associate Director of Meetings & Events

Preferred Qualifications

• 3–5 years of experience in meeting and event planning, with a strong preference for experience within an association setting.
• Demonstrated ability to manage multiple events simultaneously and to execute high-quality event logistics.
• Strong communication skills and experience working with volunteers, vendors, and cross-functional teams.
• Familiarity with both virtual and in-person event formats and their unique logistical needs.
• Excellent organizational skills and attention to detail, with the ability to adapt quickly to changing event demands.

Qualifications

• Bachelor’s degree in Business Administration or related discipline, or an equivalent combination of education and experience. A Certified Meeting Professional (CMP), Project Management Professional (PMP), or similar designation is preferred
• Proficiency with MS Office Suite, G Suite and Project Management tools (Asana, Hubspot, Salesforce, etc.)
• Ability to work independently, as well as in a team environment
• Strong organizational skills and acute attention to detail
• Exceptional interpersonal skills with the ability to build relationships inside and outside the organization
• Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds

Employment Status

Full-time Exempt: Exempt employees by definition are exempt from overtime compensation requirements of the federal Fair Labor Standards Act, and are required to work as the job demands on a no time limit basis.

Salary

The salary for this position is $62,000.

NASPA offers nationwide comprehensive medical, dental, and vision insurance, a 401(k) retirement plan with automatic employer contribution, flexible work schedule, and paid time-off including accrued PTO, family leave, community service leave, and holidays.

Office Location/Working Conditions/Physical Requirements

Office Location

This position must be located within 50 miles of the Washington, D.C. metro area. While the role will primarily be remote, the individual will be expected to work onsite at the NASPA Washington, D.C. office a few days each month. The frequency of in-office days is based on event volume and may increase during peak periods.

It is the employee’s responsibility to provide reliable internet capabilities for any work location outside of the Washington, D.C. office.

Please note, the NASPA Washington, D.C. office is in mostly-open status at this time. The status of the office is subject to change at any time.

Travel

Moderate overnight travel (approximately 2-3 nights per month) to represent NASPA at events and in-person meetings (including the NASPA Annual Conference, which will require 7 consecutive days of travel), is an essential function of this position. Locations vary and can include sites outside of taxi service from major airports. As a result, the position is required to have the ability to travel independently, including air travel, navigating ground transportation, and occasionally driving a rental car.

Physical Requirements

• This position is primarily office-based with primary work on a computer, including phone, email, and video conferencing.
• Responsibilities occasionally may require an adjusted work schedule, overtime, and evening/weekend hours in order to meet deadlines and support events and programs.
• This position will be required to routinely pack and unpack program materials for shipment, which will require pulling, pushing, lifting, and moving boxes weighing up to 50 pounds.
• This position will be required to coordinate on-site event execution, which may include standing for long periods of time, moving furniture and other items, navigating event spaces, and communicating verbally with venue staff.

Additional COVID-19 Information

Vaccination is not a requirement for employment. However, all employees are strongly encouraged to follow the CDC guidance on vaccination, including becoming fully-vaccinated and staying up-to-date as eligible. All employees may flex their schedules for time taken to receive and recover from COVID-19 vaccinations.

In certain circumstances, NASPA may require testing for all staff regardless of vaccination status.

Masks must be worn per local, state, tribal, and federal guidance, including the CDC, with the most stringent level of guidance followed. Regardless of guidance, all employees must have masks available should masking be requested by other employees, members, or external constituents. In certain settings, NASPA may require or strongly recommend that employees wear masks.

Commitment to Non-Discrimination Statement

NASPA provides equal employment opportunities for all applicants and employees. NASPA does not discriminate on the basis of race; color; national origin; religion; sex; age; gender identity or expression; affectional or sexual orientation; veteran status; disability; marital status; personal appearance; family responsibilities; genetic information; educational status; political affiliation; unemployment status; place of residence or business; source of income; caste; matriculation; credit information; status as a survivor or family member of a survivor of domestic violence, a sexual offense, or stalking; reproductive health decision making; or any other basis protected by law in any of its policies, employment practices, or in any context in the workplace. When necessary, NASPA also makes reasonable accommodations for employees with disabilities.

To Apply

Interested candidates should submit the following for consideration:

• Letter of Interest/Cover Letter
• Resume
• Three References

A complete set of materials should be submitted through this Asana form. Materials received by November 22, 2024 will receive priority consideration, but review will continue until the position is filled.