Conference Services Manager
||Conference Services Manager
Reporting to the
Director of Board Relations, oversees project planning and execution of
sponsored conferences, meetings and events. Serves as primary liaison
for the Institution with internal and external clients and vendors
regarding conference services. This is a supervisory position with
strategic planning, policy writing and administration, negotiation, and
and monitors the activities of the conference services staff. Manages
office personnel matters including hiring, training, mentoring,
performance evaluations, and staff development. Provides staff with
tools required to work effectively.
- Establishes, monitors and adjusts project schedules, deadlines, and priorities.
Manages overall conference program including marketing, meeting and
event scheduling and planning, rate setting, and website development
and maintenance. Develops and implements marketing strategies for
utilization of facilities.
and coordinates pre-event meetings to identify client expectations and
needs to ensure adequate space, personnel, equipment, and services are
available to meet event objectives.
- Advises clients on optimum conference logistics and operations that best ensure fiscal responsibility.
- Reviews and recommends possible off-site locations and secures appropriate facilities.
Coordinates lodging, food service, space management, parking, security,
maintenance, and facilities services for events.
- Reviews and inspects work to ensure facility readiness.
Conducts post-event assessments, analyzing summaries and participant
and client feedback in order to identify areas of improvement, vendor
performance, and prepare for future events.
Manages logistics for three annual meetings of the WHOI Board of
Trustees and Corporation, as well as affiliated board committee
and selects viable vendors and negotiates contracts, fees and other
services pertaining to food and beverage, laundry, vending machine, and
room scheduling software. Monitors vendor compliance and performance
Acts as liaison to food service vendor on all matters related to food
service, including meal plans, catering and event planning, equipment
acquisition, facilities maintenance and improvements, and rate setting.
- Administers and controls the room-scheduling database and evaluates and implements software upgrades.
and implements policies and regulations related to conference services,
including use of Institution meeting space and the WHOI liquor policy.
- Interprets and applies Institution policies and procedures; formulates and implements department procedures.
data for cash reports, cost estimates, revenue estimates, etc. Designs
and manages conference office financial reports. Works with accounting
staff to ensure accurate financial information management.
Maintains statistical information related to activities, including
metrics to illustrate conference services utilization and
- In close collaboration with the Controller's Office , sets meeting space rates for external clients.
Prepares, monitors, and defends the department overhead and capital
budgets by assessing future needs for supporting department activities
and equipment acquisitions.
Assesses needs for supporting Institution-wide meeting activities,
facilities, meeting space renovations, and acquisition of major
equipment and furniture needs. Performs regular inspection of all
conference rooms and associated equipment.
Desired Education/Experience for Hiring
in related field plus several years for related experience, or
equivalent combination of education and experience. Experience should
be in an environment with multiple objectives and activities,
preferably in an academic setting. Must be highly organized, with
demonstrated ability to manage multiple simultaneous projects and show
leadership, especially in a busy and challenging environment. Must be
able to work effectively under pressure and remain flexible to changing
needs. Superior computer, written and oral communication skills are a
must, as are demonstrated collegiality, team orientation, and a
positive attitude. Must have the ability to represent the Institution
in a professional manner at all times. Occasional night, weekend work,
and travel may be necessary.
Last updated: February 25, 2013