Association Resource Solutions (ARS) seeks a motivated, creative and entrepreneurial full-time Marketing and Conference/Events Manager. The Marketing and Conference/Events Manager will lead ARS clients in developing and advancing their vision and strategic plan through traditional and e-marketing, social media, and external communications. Additionally, this position functions as an essential team member responsible for providing overall strategic, operational, and logistical leadership for multiple national and/or regional meetings of ARS clients. The ideal candidate for this position is an individual who is a highly responsible, self-motivated, strategic thinker. The successful candidate will bring excellent writing and analytical skills to the team, be organized and forward thinking, and thrive in a fast-paced environment.
*Preferred position location is the ARS Headquarters office in Pensacola, Florida; however, applicants may be considered in the Tallahassee, Florida area.
Marketing and Communications – Manage and execute marketing and communications plans for ARS clients. Responsibilities include:
Work with ARS Leadership team to identify and implement programs for generating non-dues revenue streams.
Coordinate marketing and communications calendars including event calendars, website update calendar, and social media calendars.
Develop strategy, manage, and grow ARS client’s social media presence.
Manage, promote, and grow ARS client’s member-oriented webinars.
Help develop marketing content for client annual conferences and events.
Review and update website content, including outreach to professional membership for content
Meetings and Events – Leads logistical activities for ARS client meetings and events and ensures that assignments are delivered on time, within budget, and at a consistent level of quality. This position will have direct and indirect oversight of budget, project teams, meeting locations, site and supplier selections, logistics, contract negotiations, registration, etc. Responsibilities include:
Identify trends and monitor meeting development best practices to reduce costs, increase efficiencies, and better address needs of ARS client members.
Create a strong technology strategy to support speaker management, event data, team collaboration, etc.
Develop and maintain efficient processes and procedures.
Create, administer, and reconcile budgets for meetings.
Create Request for Proposals (RFPs), distribute to appropriate properties, evaluate and summarize bids
Conduct site visits and direct planning meetings, as required.
Initiate and negotiate transparent contracts for meetings held by ARS clients, including multiple board meetings, committee meetings, and annual conferences.
Ensure contract fulfillment as required.
Review and monitor rooming lists.
Maintain conference/event volunteer lists and works with planning committees on development of a master volunteer scheduling system.
Assist in the design, production, and distribution of promotional materials.
Act as staff liaison for assigned planning committees, provide relevant updates to executive management and implement action items as required.
Coordinate conference/event set up with decorator as needed.
Provide on-site coordination.
Pack and ship on-site materials and supplies to meeting facility and unpack and file excess materials once returned.
Complete additional projects/duties as assigned.
Bachelor’s Degree (preferred)
Certified Meeting Professional (preferred)
Five (5)+ years of meeting management and logistics experience, preferably with associations or non-profit organizations
Experience working in a small entrepreneurial environment with minimal administrative support.
Demonstrated experience managing multiple diverse projects
Demonstrated ability to manage multiple meeting with great accuracy and attention to detail.
Ability to thrive in a fast-paced growth-focused
Strong leadership skills.
Strong budget management skills.
Computer and social-media savvy and willing to embrace and use new technology.
Experience with webinar platforms (e.g. GoToWebinar, etc.).
Experience and facility with membership management software (e.g. Wild Apricot, Membee, MemberClicks, or similar).
Experience in website content management systems; Constant Contact or other email marketing platforms; Adobe Photoshop/In-Design and/or other desktop publishing skills; and social media-scheduling platforms (e.g. Hootsuite).
Publication experience (print and digital).
Strong negotiation skills, with solid understanding of vendor contract terms and language and experience negotiating contracts.
Ability to develop and maintain effective working relationships with internal and external stakeholders.
Travel: approx. 25% for pre-planning meetings, site selections, and conferences or events.
About Association Resource Solutions
Association Resource Solutions (ARS) is a professional service company specializing in providing management services for trade and professional associations. We provide the professional staff, administrative support, office space, technology, and equipment an association needs to operate efficiently.
ARS is responsible for project and association management for a varied portfolio of clients. Collectively, we assist organizations in a range of capacities from full operation and organizational management to project-based implementation and execution. Our clients and associated members come from diverse areas of specialization from food production, commercial and residential real estate, banking, wildlife control, and government.
Our motto is simple. Our client's business is our business. Their success is our success.