Assistant Director of Convention Operations & Meetings
Helicopter Association International (HAI)
Location: Alexandria, Virginia
Type: Full Time (Remote & In Office)
Preferred Education: 4 Year Degree
Telecommuting is allowed.
Position: Assistant Director of Convention Operations & Meetings Department: Business Development Reports to: Senior Director of Membership & Conventions Status: Full Time, Exempt
Overview: This position works closely with the Senior Director of Membership & Conventions to manage the overall logistics for the association’s annual trade show and exposition, HAI HELI-EXPO®, as well as other regional meetings and events.
Essential Functions of the Position Include, but Are Not Limited To:
Managing logistics for HAI special events, general sessions, and meetings at HAI HELI-EXPO®, the association’s annual trade show and exposition, including: room set-ups, signage, audiovisual, food and beverage, etc.
Preparing and managing budgets for HAI HELI-EXPO vendors and HAI regional events including decision making during the planning process for most efficient use of resources
Overseeing the meetings schedule for HELI-EXPO and fielding exhibitor requests and scheduling based on availability
Managing logistics for HAI regional events including: venue selection, room set-ups, signage, audiovisual, food and beverage, etc.
Collaborating with the Registration Vendor to develop, manage, and execute attendee and exhibitor registration processes
Identifying temporary personnel needs for HELI-EXPO, implementing onsite schedules, and training necessary personnel
Creating and maintaining informational content related to HELI-EXPO for use in all HAI print and digital publications, including the HELI-EXPO website, attendee pages, convention preview, program guide, and show app
Overseeing and managing the housing process for HELI-EXPO including working with official housing vendor, securing staff and board rooms, optimizing use of HAI contractual concessions, and processing hotel contracts and addendums
Overseeing general show signage including work order submission, distribution and approval of proofs, and onsite placement
Managing the preparation of RFPs for show vendors, comparing submissions, making recommendations, and negotiating contract terms
Developing overall milestones for conventions/regional events and tracking progress
Other duties as assigned
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all duties and responsibilities.
Desired Qualifications for the Position Include:
Bachelor’s degree and a minimum of ten years related work experience in the hospitality or meeting planning industry
Current CMP certification
DES certification preferred
Understanding of current trade show industry trends
Proven customer service experience
Detail oriented with strong organizational skills
Ability to successfully manage multiple projects in a fast-paced environment
Highly dependable and reliable with regard to work schedule
Highly motivated; able to work independently and in a team environment
Excellent written and verbal communication skills with the ability to communicate professionally
Advanced computer skills and proficiency with the Microsoft Office Suite
Experience using association management software
Ability to travel
The above qualifications are representative, but not all-inclusive, of the experience, knowledge, skills, and abilities required for the position.
This posting is an announcement of a current career opportunity at Helicopter Association International (HAI). It is not intended to replace the official job description.
HAI is the professional trade association for the international helicopter industry and represents more than 1,100 companies and over 16,000 industry professionals in more than 65 countries. Each year, HAI members safely operate more than 3,700 helicopters and remotely piloted aircraft approximately 2.9 million hours. HAI is dedicated to the promotion of the helicopter as a safe, effective method of commerce and to the advancement of the international helicopter community.
HAI annually produces HAI HELI-EXPO, the world's largest trade show and exposition dedicated to helicopters.
HAI is an Equal Employment Opportunity Employer and proudly offers competitive benefits. All candidates are subject to background screening.