Reports to: Vice President, Events & Education (VPEE)
Direct Reports: None
Exempt Status: Yes
Position Status: Full Time
Travel Requirements: As needed (approx. 3-5 times annually)
Overall Description of Position:
As the Deputy Director for The ESOP Association (TEA), you will oversee the planning & execution of logistics for various conferences & Chapter meetings throughout the year. This position reports to the Vice President, Events & Education. In addition to managing staff & volunteers onsite, your ability to efficiently coordinate vendors, timelines, meeting flow, adhere to budgets, & to oversee the various events databases & software applications & technologies will be essential.
TEA is the only organization that advocates on behalf of all ESOP (Employee Owned) companies. Dedicated to education, The ESOP Association attracts more than 10,000 people annually to its 18 chapters & five national meetings — including the Employee Owned Conference, which is the largest ESOP event in the world.
In this role, you will collaborate across departments, maintain speaker submissions, coordinate with speakers, & ensure logistics are effectively planned & executed. Through your attention to detail, the inevitable changes will be handled professionally & communicated effectively to everyone involved. As you learn the needs of TEA & staff, attendees, volunteers, & speakers, you will have an opportunity to provide valuable input on processes, procedures, & future events.
Overall, you will have responsibility for the events database, website, & related systems. It will be your responsibility to update & maintain accurate information, reports, server documentation, & files; organize program content submissions & reviews; generate & maintain reports; & provide member access to the information as appropriate including website updates.
Keep current on trends & best practices within the events industry.
Stay abreast of the latest events technologies & platforms.
Apply knowledge to implementing, maintaining, & utilizing appropriate software.
Document the events process, make suggestions for improvements, implement changes & create SOPs.
Understand & be able to apply general accounting principles including reconciling budget & expenditures, tracking & coding invoices, processing reimbursements, etc.
Manage general email inboxes as appropriate.
Travel to support the events as required.
Logistics & Operations:
Manage hotel room pickup reports & work with VPEE to maintain logs, reports, & history.
Create & maintain event specifications for each assigned meeting including BEOs, Event Orders, & vendor resumes.
Work with VPEE on certification programs as appropriate.
Perform other duties as assigned. Often serve as a backup if other staff members are not available.
Experience working for a membership association. Members receive personalized & immediate action when contacting the association.
MS Office 365
Event App administration & design
Association Management System (AMS) – Salesforce & Fonteva
Content Management System (CMS) – Drupal
Zoom and/or other virtual platforms
Learning Management System (LMS) desirable
Photoshop within Adobe Creative Cloud
Ability to adapt to high volume work periods as required.
Availability to work evenings & weekends as needed.
Bachelor’s degree or Associates with 5 years’ experience.
CMP certification is preferred, DEI certification a plus.
Minimum of 5 years of experience in planning & managing conferences & events.
Minimum of 3 years direct vendor management experience.
Strong database experience with registration, program submissions, logistics, or similar.
Strong skills with a solid understanding of contract terms & conditions & some experience negotiating agreements.
Experience with onsite logistics management & support for programs.
Excellent written & verbal communication skills with special attention to an understanding of written contracts & agreements & writing & editing promotional copy.
Experience with abstract submissions & certification management a plus.
Association industry or nonprofit background is required; corporate-member association experience preferred.
Must be able to travel, including some weekends.
Must be physically able to set up for meetings, carrying (up to 50 lbs) & moving items such as signs, platters, drinks, small AV equipment, etc.
Attributes of the Deputy Director
Project manager. You can juggle multiple tasks, allocate & optimize resources, & manage timelines. You enjoy creating & implementing processes & procedures that uphold rigorous standards. You manage a task from start to finish.
Collaborative. You work well with colleagues & members, understanding their concerns & realistically managing their expectations – you build trust & rapport across all levels of the organization. You give respect; you earn yours. You are grounded in our organizational values of sharing information & working cooperatively.
Ownership. You succeed in a team environment, work well independently, & carry your weight, learning from others & contributing in equal measure.
Exceptional communicator. You are known for your poise, tact, & diplomacy. You are comfortable in a social setting & can confidently engage at all levels & across multiple stakeholder groups. You collaborate on projects & communicate results, & you are willing to listen & learn from others.
Cool under pressure. You do your best work when the pressure is highest. You grow more controlled & confident in your abilities to solve problems the more problems arise.
Service drive. You set the standard for meeting & exceeding expectations. You are responsive & committed. You are clear, tactful, & diplomatic about what’s realistic & what’s possible.
Strong initiative & judgment. You have good judgment & a thoughtful approach. You are sensitive to the challenges, goals, & varying needs of all stakeholders.
TEA is an equal opportunity employer & value diversity. All employment is decided on the basis of qualifications, merit & business need. While we are currently working remotely, post-pandemic we will return to the brand-new Capitol hill located International Employee Ownership Center offices of the ESOP Association. TEA offers a competitive salary & benefits package. Interested individuals should forward a cover letter with salary requirements & resume to email@example.com. TEA is currently hiring in multiple areas, so please include a reference to the position in the subject line.
The ESOP Association is the only organization that advocates on behalf of all ESOP companies. Dedicated to education, The ESOP Association attracts more than 10,000 people annually to its 18 chapters and five national meetings—including the Las Vegas Conference & Trade Show, which is the largest ESOP event in the world.