Assistant Director, Convenings

This is a fully remote position, open to applicants in United States.

📋 Description

• This position will concentrate on our extensive conferences and board meetings.

• The incumbent is required to travel to our conferences and quarterly board meetings.

• The Assistant Director, Convenings is essential in the planning and execution of the Company's prestigious meetings and events, which include large-scale conferences, Board meetings, and industry gatherings.

• Reporting to the Senior Director, Convenings, this role oversees intricate meeting and event logistics, vendor negotiation and coordination, as well as cross-functional collaboration to ensure high-quality, seamless experiences.

• Participate in the planning and execution of Company meetings and events, including the flagship annual Student Success Conference - LexCon, Spring Sync, Executive-level quarterly Board Meetings, industry conferences, and other Company gatherings.

• Collaborate with the Sr. Director, Convenings throughout all stages of meeting and event planning, from concept creation to on-site execution, encompassing exhibit and trade show logistics, contract negotiation, venue research and selection, agenda and timeline development, and more.

• Oversee comprehensive event logistics, including ground transportation, hotel room blocks, scheduling, audiovisual production, entertainment, speaker coordination, and on-site event execution.

• Create detailed event project plans, timelines, and specifications to clarify roles, responsibilities, and deliverables among internal teams and vendors.

• Work together on menu planning and review Banquet Event Orders (BEOs) to provide high-quality, thoughtful food and beverage experiences.

• Aid in managing vendor relationships and communications, support contract negotiations, and supervise invoice review and timely, accurate payment processing.

• Handle all speaker logistics for gatherings (both in-person and virtual).

• Develop clear, engaging meeting descriptions, agendas, and supporting materials that encourage participation and convey purpose.

• Collaborate with the Marketing team to facilitate the execution of branded event collateral and printed materials.

• Assist with event budget tracking and expense reconciliation, working closely with the Sr. Director, Convenings to ensure precise reporting.

• Conduct pre- and post-event evaluations, analyze performance outcomes, and provide data-driven recommendations to enhance event quality, efficiency, and attendee experience.

• Serve as backup for the effective management of exhibit, sponsorship, and promotional needs for industry events and conferences; assist Human Resources with Company events as needed.

• Execute other duties in support of Company initiatives, as assigned.

⛳️ Requirements

• BS/BA in Marketing, Communications, Hospitality, Project Management, or a similar field.

• 7+ years of progressive experience in meetings and events management (full-time).

• Exceptional attention to detail.

• Outstanding organizational and time-management skills.

• Excellent communication abilities, both written and verbal.

• Strong interpersonal skills.

• Proficient in Microsoft Office.

• Proficient in the Cvent Registration platform.

• Demonstrated experience in managing large-scale, multi-day conferences and complex, high-visibility meetings.

• Certified Meeting Professional (CMP) (preferred).

• Knowledge of Salesforce (preferred).

• Budget management skills (preferred).

🏝️ Benefits

• Equal Employment Opportunity Statement: AccessLex Institute provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.