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 financial responsibilities.

• Coordinates 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.

Event planning:

• Conducts 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 meetings.

Contracts:

• Identifies 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 per agreements.
  
• 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.

Policies:

• Develops 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.

Financial:

• Compiles 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 effectiveness.
  
• 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.

Bachelor's degree 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.