Light Duty – Autos, Heavy Duty – Autos, Performance Vehicles
Marketing & Promotion
The Auto Care Association is the voice for the auto care industry—a coast-to-coast network of 500,000 independent manufacturers, distributors, parts stores and repair shops offering quality, choice and innovation for drivers. The Auto Care Association keeps its members ahead of the curve so they can continue to serve every kind of vehicle on the road today—providing parts and services designed to make vehicles last longer, perform better and keep drivers safer.
We are currently seeking an extremely organized Manager, Meetings & Events to add to our talented meetings and events team. The Manager, Meetings & Events will be responsible for coordinating the planning for association meetings and conferences and will work collaboratively with team members and other Auto Care Association staff to ensure all aspects of each event meets the business objectives and that all contractual obligations are met. These responsibilities include: ensuring the quality of pre-meeting preparation, on-site logistics, registration and budgeting. The person in this position will be primarily responsible for the logistics of two annual association events and will have a strong logistical role in 30 percent of the remaining association events while supporting all remaining programs and events for the association. This position reports to the Director, Meetings & Events.
The specific duties and responsibilities include:
Conference & Event Responsibilities:
Manage logistics and on-site details for various association conferences and events including the bi-annual Women in Auto Care conference, the Industry Week annual reception, and Auto Care Association Legislative Summit
Maintain budget requirements for select conferences and events
Serve as point person for select hotel logistics before/during/after the event to include: contract negotiation and signage, food and beverage confirmations, conference rooms, audio visual needs, room blocks, deadlines, and payments
Collaborate with marketing department to facilitate creation and ordering of marketing materials, collateral, and signage
Prepare conference materials for promotion and confirmation
Assists in coordination and preparation of conference materials
Manage and/or coordinate contracts, staff travel arrangements, and board and committee member travel
Management responsibility for site selections and RFP process
Registrar responsibilities for select association events and conferences including the Women in Auto Care conference and Auto Care Association Legislative Summit
Assist in execution of small tradeshow for ACPN segment conference to include working closely with exhibit company, the review and dissemination of exhibitor kit, and assisting attendees in booth orders and material shipment.
Generate attendance, sponsorship and revenue reports
Manage vendor relationships and deliverables
Work with senior meetings and events department team members to develop and implement processes and procedures to help enhance the experience for all Auto Care events
Support Senior Vice President of Meetings and Events to establish budget for select programs and reconciling final billing of these programs. Manage audio video vendors and techs for specified programs to ensure all event a/v needs are met and working seamlessly on-site
Assists with entertainment selection
Coordinate site selections and RFP process for association stand-alone committee meetings
Meetings & Events department liaison for audit process with accounting department
Coordinates department supply inventory
Work closely with Technology Department in the management and implementation of internal project management software
Supports Operations and HR in planning and execution of staff events
The successful candidate for this position will have the following qualifications:
Bachelor’s degree in Event Planning, Marketing, Communications, or related discipline
3 to 5 years of experience in best practices for meetings and events including, but not limited to, destination and site selection, contract negotiation (hotels, convention centers, AV and decorating vendors, food and beverage, entertainment, registration and housing vendors) and conference setups
Ability to manage multiple tasks simultaneously
Excellent written and verbal communication skills and strong customer service skills are essential
Solid understanding of data analytics for meetings and events
Proven negotiation and budgeting skills are a plus
Strong skills and experience with Microsoft applications, including Outlook, Word, Excel, PowerPoint; as well as, strong experience with Association Management Software and project management software
Must be detail-oriented and deadline driven and possess the ability to problem solve and work in a team environment
This position requires the availability for frequent travel (approximately 35 percent of time)
Must also be able to lift heavy objects of up to 30 pounds, stand for at most two hours and be comfortable working independently in public areas with frequent interaction with attendees and guests
If you are an exceptional meetings and events professional with the above qualifications and are interested in joining a great organization, we would like to hear from you. We offer a congenial and collaborative working environment, combined with excellent employee benefits and significant opportunities for growth. Please send your resume and cover letter including salary requirements to: Simone Mitchell, Senior Corporate Recruiter, Auto Care Association, at firstname.lastname@example.org.
The Auto Care Association is the voice of the $300 billion-plus auto care industry. We provide advocacy, educational, networking, technology, market intelligence and communications resources to serve the collective interests of our members. Based in Bethesda, Md., the Auto Care Association has more than 3,000 member companies that represent some 150,000 independent automotive businesses that manuf...acture, distribute and sell motor vehicle parts, accessories, tools, equipment, materials and supplies, and perform vehicle service and repair. Visit www.autocare.org.