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Conferences Manager

Do you love creating exceptional event experiences? FIA, the leading global trade organization for the futures, options and centrally cleared derivatives markets, is currently searching for a Conferences Manager located in our Washington, DC office. This team member will use his or her talents to help execute our portfolio of events around the globe that serve as touchpoints for our members and the industry throughout the year. Reporting to the Director of Conferences & Tradeshows, the Conferences Manager is responsible for specific aspects and functions of annual operating plans to implement FIA’s conferences, forums, and events. The Manager supports meetings operations with the goal of producing high quality events.

The successful candidate must have a professional, friendly and helpful personality and be a self-starter. This position functions in a fast-paced, deadline-oriented work environment with varied priorities and responsibilities. Previous event planning experience is a must. 
 

Supervision
The Conferences Manager reports to the Director of Conferences & Tradeshows


Responsibilities

  • Manage logistical aspects of major annual meetings, including:
    • FIA-SIFMA AMG Forum – Laguna Beach (January)
    • FIA International Futures Industry Conference – Boca Raton (March)
    • FIA Law & Compliance Conference – Washington, D.C. (May)
    • FIA Annual International Derivatives Expo – London (June)
    • FIA Expo – Chicago (October)
    • FIA Annual Asia Derivatives Conference – Singapore (November)
  • Organize logistics of Regional Forums, Board of Directors events, and Special events.
  • Develops & maintains event project plans via web-based tool, establishes and tracks details associated with the event to ensure all deadlines are executed.
  • Manage RFP and venue / supplier selection for conferences and events. Review/negotiate contract terms.
  • Support budgeting and financial tracking for events. Estimates expenses, tracks to budget, reports overspend / underspend, ensures invoices are accurate and paid in a timely fashion according to accounting process.
  • Identify and asses conference/event needs. Draft meeting specifications and communicate conference requirements to venue and suppliers.
  • Arrange for audio visual equipment, food and beverage/catering requirements, event décor, temporary staffing, conference housing, conference transportation, and other logistics as directed.
  • Support day-of execution including coordination with team/vendors, last minute logistical needs, accurate set-up/execution of event and coordinate course correcting instructions when needed. Travel for onsite conference support as needed (plus ability to travel internationally if required).
  • Support post conference reconciliation and closeout, tracking of statistical data, and final reports.
  • Manage process to secure branded meeting collateral and conference giveaways in collaboration with marketing team. Source, price, confirm, deliver.
  • Coordinates shipping and inventory of event materials.
  • Primary contact for conference delegates who have questions regarding general event information, housing, travel, payment, etc.
  • Maintain hotel rooming lists.
  • Maintain conference files & samples.
  • Other duties as assigned.


Qualifications

  • 3-5 years’ experience in meeting planning; pre-event strategies, planning, and event execution; sourcing, contract negotiation, logistics, and operations.
  • Association meeting planning experience and bachelor’s degree required.
  • Comprehensive knowledge of meeting industry standards and best practices.
  • Knowledge of Microsoft Office Products, association databases, project management tools.
  • Ability to travel frequently and work a flexible schedule based on event schedules.
  • Acute attention to detail and excellent follow-through capabilities.
  • Excellent verbal and written communication skills including accuracy in data entry, correspondence and proofreading skills.
  • Exceptional customer service skills and able to maintain a friendly and positive attitude, particularly when interacting with conference attendees and organization’s members, to best represent FIA.
  • Able to multi-task and coordinate multiple projects at a time.
  • Must be a doer, able to work well under pressure in a fast-paced environment with demanding deadline schedules.

Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individual with Disabilities

Interested? Please send your cover letter and resume to jobs@fia.org

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