Organizational Profile

The Independent Community Bankers of America® (ICBA) is the largest national trade association representing community banks across the country. With more than 50,000 locations nationwide, community banks constitute 99 percent of all banks, employ nearly 750,000 Americans and are the only physical banking presence in one in three U.S. counties. ICBA’s mission is to create and promote an environment where community banks flourish. Key to ICBA’s mission is the planning and hosting of meetings, an annual ICBA LIVE convention, and other events.

Position Description

ICBA seeks an experienced Senior Meeting & Events Manager who is creative, energetic, and passionate about meetings and event planning to join our Events team! This position will play an integral role in the planning, logistical management, and execution of the ICBA Capital Summit, several board/committee meetings, and ICBA LIVE convention. This position provides extensive customer service to members, speakers, participants, and ICBA staff who have a wide range of content, logistical needs and requests. This position may be remote, but preference may be given to proximity to the Washington, D.C, Atlanta, GA and Sauk Centre, MN areas.

Major Responsibilities and Essential Functions

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  Manages various aspects of meetings and events while collaborating with the team to conceptualize needs, plan and execute the desired vision and goals for events
• Coordinates collection of RFP’s for hotels, restaurants and vendor services, negotiates contracts for services, and makes recommendations.
• Sources and negotiates contracts with hotels, restaurants and vendors working closely with the EVP and/or Sr VP of Events for signature.
• Provides planning, logistics and execution for assigned meetings including, but not limited to food/beverage, audio visual, hotel arrangements, and travel coordination within budget.
• Provides support for event budget preparation and tracking reports.
• Directs handling/management of VIP’s as required at meetings.
• Oversees the pre-planning and communication at ICBA Capital Summit.
• Arranges transportation, gifts, and shipments of meeting materials for assigned events.
• Works with Events team to prepare and distribute planning memos to hotel management, participants, and staff.
• Prepare banquet orders and resumes for assigned events.

• Manages logistics and events at ICBA LIVE such as: coordinate all educational sessions regarding communication and consistency at those events, Innovation Session coordination, Affiliate Group coordination, VIP suite and gift room delivery, and other tasks as delegated by EVP and/or Sr VP of Events.
• Maintains records, files, and related tracking systems for the respective meetings to include all post meeting history for reporting.
• Financial accountability for all meeting invoices pertaining to hotel bills; transportation invoices; purchases of gifts; restaurant invoices; etc. Reviews and prepares invoices for approval by EVP or Sr VP for payment. Reconciles billing issues.
• Coordinates internal communications with Events team members.
• Displays a high level of accountability, taking responsibility for individual actions and the impact on the organization. Views oneself as a reflection of the organization by following through on commitments and accepting ownership.
• Willingness to perform additional related duties as required or assigned.

Required:

• BA/BS degree in business, hospitality, or travel industry preferred
• Must have at least five (5) years of experience managing and overseeing all size events, including large events/conferences (500+ attendees); meeting planning experience; proven track record working in a meetings department that includes sourcing and contracting, logistics experience with room block management, BEO’s, rooms sets, AV needs, travel coordination, VIP handler and on-site execution of a meeting.

Qualifications, Knowledge, Skills, and Abilities

• Experience with meeting and event-based technology and other digital-based expertise helping to create efficiencies in planning and provide enhancements to the attendee’s experience at events.
• Meeting planning experience preferably in the association industry
• Exceptional organizational and analytical, project management and time management skills.
• Excellent collaborative communication and interpersonal skills, with a demonstrated commitment to customer service
• Ability to work independently and collaboratively across teams.
• Ability to prioritize multiple and varied tasks within established deadlines, with minimal supervision
• Ability to manage external vendor resources and relationships
• Rigorous attention to detail is necessary, including the ability to meticulously proofread event communications, schedules, and programs.

• Ability to provide creative solutions to problems, to initiate new ideas, adapt quickly to change, flexible, meet deadlines and perform well under pressure.
• Ability to define problems, collect data, establish facts, develop conclusions, and recommend appropriate action plans
• Understanding of legal regulations and permits required for events.
• Experience with health and safety event measures is preferred.
• Flexibility and ability to travel up to 25-35 days/year including weekends and independently. Travel is mainly within the United States.
• Willingness to work non-traditional hours as each event requires.
• Proficient in Microsoft Word, Excel and PowerPoint. NetFORUM database experience a plus.

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. While performing the duties of this job, the employee is required to move throughout the building; sit; use hands to handle or feel objects, tools or controls; reach with hands and arms; balance; and talk or hear. The employee must occasionally lift or move up to 35 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Overnight travel is required.

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