Director of Event Services

SUMMARY
The International Society of Arboriculture (ISA) is a non-profit membership organization that serves the needs of tree care professionals, and promotes the profession of arboriculture around the world. ISA is known as the industry authority on research, education and professional development. Each role in the organization plays an important part in delivering excellent member benefits and customer service.
 
Reporting to the Executive Director, this strategically-focused role is responsible for translating organizational strategic priorities into a positive event experience for ISA members and constituents and effective internal processes related to event services. 
 
The Director of Event Services is responsible for negotiating/scheduling of the organization’s annual conference and various other meetings and events, whether domestic or international. Other responsibilities include the planning, organization, and logistical arrangements for these activities that deliver high-quality, cost-effective opportunities to ISA’s targeted audiences. This position is responsible for all aspects of events including site selection, pre-planning, and monitoring event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any issues that arise. Other responsibilities include onsite management of meetings and may involve developing program content for some activities.
 
 
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

  •   Understands ISA’s mission and adheres to organization and staff core values.
  • Contributes to the strategic planning process and collaborates with the internal Staff Director Team to provide leadership in the implementation of the ISA strategic plan as defined by the ISA Ends Policies established by the Board of Directors, and establishes, coordinates and monitors departmental goals and initiatives that support ISA’s strategic plan.
  • Develop departmental procedures that support an advanced planning process that enables the organization to be set up for recurring annual events in a way that minimizes the impact to daily operations.
  • Effectively maximize the balance of event services distribution of work between external vendors and internal staff members to ensure optimal outcomes and expense management.
  • Oversee the outreach to ISA Partners to select future ISA Annual Conference locations and negotiate with applicable vendors accordingly to ensure the best possible rates for ISA.  Work with Executive Director to execute contracts over $10, 000. 
  • Consult with Executive Director and various committees to determine objectives and requirements for events such as meetings, conferences/conventions.
  • Meet with committees to plan scope and format of events, develop programs and agendas, establish and monitor budgets, potentially in excess of $1 million, arrange services, and review administrative procedures and event progress.
  • Visit potential convention and meeting sites and work with convention centers, hotels, convention/tourist bureau officials and local suppliers to inspect facilities and negotiate venue contracts for the ISA Annual International Conference as well as various other events.
  • Coordinate services for events, such as transportation, facilities, catering, signage, displays, special needs requirements, printing and event security. Evaluate and select providers of services according to event requirements.
  • Prepare and update master schedules for events. This includes setting times and meeting room allocations for receptions, meals, refreshment breaks and concurrent workshop sessions.
  • Confirms advance arrangements with hotel for guest room block, function/event rooms, complimentary services, and general purpose areas.
  • Order supplies necessary for event ranging from sponsored Conference satchels and badge holders to general office supplies necessary at the registration counters.
  • Review event supplier invoices for accuracy and approve payment.
  • Collaborate with departmental directors on staff assignments at Annual International Conference as well as securing guest accommodations for ISA staff and Board of Directors.
  • Travel to the ISA Annual International Conference and Trade Show to provide onsite management to ensure that all arrangements are executed properly. This includes ensuring that assistance is provided to attendees regarding general information, registration, housing, transport, communication, entertainment, audiovisual arrangements, and security. It also includes all contact with local vendors and suppliers.
  • Adhere to and develop processes related to meetings and events which ensure consistent service to event partners, sponsors, and attendees.
  • Provide superior levels of customer service to promote a positive customer experience for all attendees and partners associated with ISA meetings and events.
  • Assist with design ideas, writing copy and editing event marketing materials.
  • Oversee conference and event registration and assist when/where necessary.
  • Oversee ISA Central presentation and deliverables at various conferences and tradeshows, including ISA’s Annual Conference and Chapter or industry related events. 
  • Assist with the administration and management of the International Tree Climbing Championship and regional tree climbing events. This could include, but is not limited to, working with committees on policies, schedules, etc., making logistical arrangements and negotiating contracts with vendors, travelling to events to assist with onsite activities, etc. for the International Tree Climbing Championship, Asia Pacific Tree Climbing Championship, European Tree Climbing Championship, and North American Tree Climbing Championship.
  • Support internal department needs in meeting planning as needed.  This can include planning and logistics for board and committee meetings.
  • As a member of the Director Team, you are obligated to act honestly and in good faith in the best interest of ISA. Through your position as Director you will have access to ISA business information and documents related to ISA operations, business, assets and contracts, as well as employee personnel information which may be both confidential and sensitive in nature. It is imperative that you maintain confidentiality as necessary. Confidential information should not be disclosed to ISA Members, ISA non-director employees, former employees, ISA associates and contractors, any media outlet or source or to the public, without prior written consent from the ISA.

Supervisory Responsibilities

  • Yes; 2 direct reports
  • Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.
  • Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

 
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
Education and/or Experience

  • Bachelor’s degree in related field is required and at least 5 years related experience and/or training; will consider an equivalent combination of education and experience.

Language Skills

  • Fluent in English, both verbal and written. Fluency in additional languages is a plus.
  • Excellent oral and written communications skills.
  • Ability to develop and articulate departmental plans both orally and in writing.
  • Ability to respond diplomatically to sensitive inquiries or complaints.

 Decision Making/Reasoning Ability

  • Ability to collect and analyze data, establish facts, draw valid conclusions, and determine appropriate action plans. Ability to interpret a variety of sales and market reports and deal with both abstract and concrete variables.
  • Must be familiar with statistics and possess an ability to apply analytical concepts.

 Additional Competencies

  • Outstanding management, leadership and communication skills
  • Knowledge and understanding of market research techniques
  • Experience in planning and budgeting
  • Ability to demonstrate successful interaction with staff and executive management
  • Strong understanding of non-profit operations and membership organizations

 
Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Must be able to remain in a stationary position 80% of the time.
  • Moves about inside the office to access file cabinets, office machinery, etc.
  • Regularly operates a computer and other office productivity machinery such as calculator, copy machine, and computer printer.
  • Frequently communicates with internal and external customers.
  • This position requires occasional lifting, under 25 lbs.
  • This position will require regular travel within and outside of the U.S.
  • While setting up exhibits and trade show booths, this employee will routinely be required to pack, unpack, lift and carry boxes and other booth equipment weighing up to 25 pounds.

 
Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Working conditions are normal for an office environment.
  • The position may require work outside of normal office hours to meet deadlines and support work-related travel.
  • The noise level in the work environment is usually quiet to moderate.
  • The work environment outside the office during travel and events varies according to the specific event and can include outdoor venues requiring the ability to adjust accordingly to temperature, weather, and terrain. 

 Technology and Equipment

  • Proficient in using Microsoft Windows 7 and Office 2007 and/or 2010; including Outlook, Word, Excel, and PowerPoint.
  • Experience working with graphic design software, specifically Adobe Creative Suite and InDesign.
  • Experience with event registration software.


ISA is an equal opportunity employer. This position is located in  Downtown Atlanta, GA. This position is not eligible for remote work.

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