Reporting relationship: The meetings associate reports directly to the director of meetings.
Key attributes: The meetings associate supports the director of meetings in all logistical aspects of planning and executing NCSHA’s conferences, trade shows, and events. Additionally, the meetings associate provides administrative support to the 4-person marketing and communications team. The meetings associate will have 3 to 5 years of meeting logistics experience, be detail oriented, organized, thorough, flexible, able to handle numerous assignments simultaneously, and able to follow direction as well as work independently. The successful candidate will be a creative, out-of-the-box thinker/problem solver and have the ability to successfully communicate, coordinate, convey and deliver information and results cross-divisionally as well as vertically throughout the organization. Solid knowledge and comfort of computer technology and software including Microsoft Word, PowerPoint, and Excel is key. Proficiency with Social Tables is required. Certified Meeting Professional (CMP) credential preferred.
Responsibilities include, but are not limited to, the following:
Execute start-to-finish logistics of the December Meeting;
Prepare initial draft of meeting specifications and staff instructions for all meetings;
Oversee the selection process for audio visual (AV) vendors for all meetings, ensuring service needs are met within budget; make recommendations on final selection; and manage the vendor onsite;
Assist in the annual food and beverage (F&B) budget preparation for all meetings; and develop menus to meet those budgets, negotiating discounts with the hotel when necessary;
Lead preliminary site selection for the annual conference, housing credit conference, and December board meeting, evaluating venues for cost and space viability; oversee the meetings registrar/coordinator in preliminary site selection for the executive directors workshop;
Research and collect the necessary information for potential venues for NCSHA events;
Conduct initial review of vendor contracts;
Collaborate with the marketing coordinator on tradeshow and sponsorship logistics; work with vendors to develop cost-effective AV and F&B packages to offer as profitable sponsorship opportunities;
Along with the director of meetings, conduct the site visit/planning meeting for the Annual Conference; manage selection process for the President’s Reception venue; make recommendations on final selection; and manage the vendor onsite;
Oversee training and growth of the meetings registrar/coordinator;
Produce signage for all meetings;
Ship all necessary materials and supplies to and from meetings;
Work with the director of meetings, and the director of marketing and communications and her/his staff to ensure all program planning deadlines are met;
Maintain clear, accurate, user-friendly meeting files, calendars, and history;
Proof meeting and marketing materials and other items as needed;
Assist director of meetings, director of marketing and communications, and the other marketing and communications team members with other duties as assigned;
Position Classification: Full-time, exempt.
Travel: Travel required.
About National Council of State Housing Agencies (NCSHA)
The National Council of State Housing Agencies (NCSHA) is a nonprofit, nonpartisan organization created by the nation's state Housing Finance Agencies (HFAs) more than 30 years ago to coordinate and leverage their federal advocacy efforts for affordable housing. What began as a small group of executive directors meeting annually has grown into a powerful national association and advocate for HFAs and affordable housing in Washington.
NCSHA represents its members in Washington before Congress, the Administration, and the several federal agencies concerned with housing, including the Department of Housing and Urban Development, the Department of Agriculture, and the Treasury, and with other advocates for affordable housing.
At the center of HFA activity within the states and NCSHA’s work in Washington are three federally authorized programs:
•the Housing Bonds;
•the Housing Credit, and
•the HOME Investment Partnerships (HOME) program.
NCSHA is the principal advocate in Washington for both Housing Bonds and the Housing Credit and the principal state advocate for HOME.