Project Manager - Conference, Event And Association Management

Office: Vancouver; Sea to Sky Meeting and Association Management Inc. an MCI Company

Responsible for: Project, Conference, Event and Association Management

Salary range: $60,000 to $70,000

Position Requirements

The Project Manager will manage Sea to Sky’s projects, conferences, events, and associations, and assist the President and Founder and Impact Officer as required.

Essential To The Success Of This Position

Effective communication with key stakeholders including clients, suppliers, volunteers and team members

Ability to understand how the Associations and Conferences (external and internal environments) function

Ability to understand the strategic management needs of the Associations and Conferences

Ability to lead a team to manage conferences, associations and projects

Ability to focus on the details

An understanding of what makes Sea to Sky unique in the industry

Delivery of the highest possible standards in terms of customer service

Accurate and timely responsiveness to enquiries, requests and deadlines

A team player with Sea to Sky team members, industry and client partners

Delivery of the highest possible standards in terms of customer service

Excellent computer skills both from individual use and office systems perspectives

Minimum Qualifications

Certified Association Executive, Certified Meeting Professional or Certified Meeting Manager certificate, or college or university degree

At least 3 years of relevant experience working at the manager level in association and conference management

Has a minimum of 3 years of experience managing projects of 500 participants or more and has personally organized at least 3 events in that time

Has successfully managed registration and conferences independently for a minimum of four events

Has a minimum of 3 years progressively more responsible experience in managing a diverse group of staff and volunteers in a not-for-profit environment, including working with a volunteer Board of Directors

Excellent leadership, managerial, organizational, financial, communication, marketing and administrative skills

Willingness to travel and to work overtime in the lead up to association meetings and conferences

Interactions

Reports to the President

Direct reports include Project Coordinators, Project Assistants, and project-specific conference team assistants as well as temporary team members

Key internal interactions include President, Founder and Impact Officer, Senior Project Managers, other Project Managers, Project Coordinators, Project Assistants, Bookkeepers, and part-time staff

Key external interactions include clients, registrants, members, volunteers and suppliers

Leads and trains team members and passes on experience through coaching and guiding

Duties and Responsibilities

C1. Business Administration

Works with the President to set personal annual goals and objectives and meets regularly to discuss guidance, direction, and coaching on personal performance

Meets the goals and objectives and follows the policies and procedures of Sea to Sky

Makes decisions that enhance Sea to Sky’s financial position and its reputation in the conference and association management industries

Participates in weekly team meetings

Oversees office management and administration duties, including the archiving of projects

Volunteers as a member of a professional association on behalf of Sea to Sky and attends meetings such as MPI and CSAE events

C2. Project, Conference, Event and Association Management

Strategically manages Sea to Sky’s conferences, events and projects as outlined in Sea to Sky’s client contracts and according to pre-established systems. Includes activities such as, and not limited to: logistics (including food and beverage, audio visual and other suppliers), marketing, social media, sponsorship and exhibit management, budget development, financial reporting, pre and onsite registration, tours, spousal programs and special events, housing and committee management

Strategically manages Sea to Sky’s Association business, which includes all aspects of association management services as outlined in Sea to Sky’s client contracts, and according to pre-established systems.

When managing and overseeing projects, conferences, events, and associations, work with Sea to Sky team members by:

Reviewing and understanding scope of work and advise the President, or designate, when scope of service could be or is exceeded

Clarifying goals and objectives

Establishing timelines for the project and who within Sea to Sky will be responsible for each aspect of the project

Prioritizing tasks with team members on the timely organization of services Sea to Sky is required to deliver

Holding team members accountable for delivering accurate work within deadlines

Reporting to the President, or designate, on project, conference, event and association status and on strategic, financial and operational updates as needed

Preparing and presenting reports as needed and in a timely manner

Monitoring timelines, costs and quality levels of programs, projects and activities and takes corrective action when needed

Overseeing the creation of management and recoverable invoices according to contact schedules and regular billing periods

Innovating around revenue creation, servicing and communications

Performance Expectations (in the first six months)

Responsibilities

The key expectation is to fulfill all responsibilities of the position as outlined in this position profile. General expectations in the first six months are as follows:

Knows and understands the needs of Sea to Sky’s clients, as well as their strategic positioning and unique operating environments

Manages expectations of clients and suppliers

Manages and oversees projects effectively from initial stage to final product

Has a sound working knowledge of the computer system, the administrative system and how the office functions

Follows policies and procedures ensuring that efficient and consistent standards, policies and procedures are in place

Is a proficient user of the EventsAIR software

Meets Sea to Sky’s goals and objectives and follows policies and procedures

Manages team member relations reporting to the position

Manages time and priority of tasks efficiently and effectively

Produces documents for review in their final state

Participates in producing, negotiating and administering client proposals and contracts, when required

Knows when to ask for assistance and does so

Attends professional association meetings

Represents Sea to Sky in the community in a professional manner

Competencies

The following knowledge, skills, attitudes and core values are essential or desirable attributes required to fulfill this position.

E1. Knowledge

Understands the conference and association management industry (is familiar with the key players such as suppliers and venues)

Can describe the key elements of a conference (focusing on registration/housing, logistics, and virtual event technology) and association management (focusing on membership / committee management, communications and finance)

Understands the process of creating and managing a conference (from quoting through to final reporting)

Understands how associations can generate revenue and the keys to effective member servicing

Can work with relevant technologies and understands how the technologies available for use can assist in task completion

Has excellent knowledge of Microsoft Office (Excel, Word, PowerPoint), Internet Explorer and Outlook

Has knowledge of how a small business operates

Understands how taxation in Canada works on both the expense and revenue side

E2. Skills

Customer Service: Delivers to the highest possible standards in terms of customer service

Communication skills: Has well developed verbal, listening and writing skills; makes accurate and timely responsiveness to enquiries, requests and deadlines that reflect attention to detail

Financial management skills: Can create, manage and evaluate budgets and financial management processes and understands the audit process

Interpersonal skills: With the ability to deal effectively at all levels, applying mature judgment and exercising tact, discretion and diplomacy with others as well as having the tenacity to deal with difficult, confidential and highly sensitive issues

Managing people skills: As Sea to Sky is a small company, a team approach is employed and each team member needs to demonstrate leadership, supervisory, negotiation, delegation and conflict resolution skills

Demonstrates sensitivity to the concerns and viewpoints of others and responds appropriately; demonstrates an interest in helping others solve problems and accomplish work objectives

Marketing skills: Can use research, creative, organizational and communication skills to market an event, association and its products / services and Sea to Sky

Problem-solving, decision-making and analytical skills: Can analyze and solve a problem using a variety of techniques and information sources

Program and Project management skills: Can organize programs and projects around the realities of available technologies and resources; can prepare, negotiate for, and manage a budget; can evaluate tasks, projects, and programs using appropriate mechanisms and evaluation tools, such as benchmarking and quality control processes; demonstrates attention to detail; can identify and mitigate risks

Technology skills: Is a high level user of Events Air/OnAir; has above average skills in Microsoft Excel, Word, Internet Explorer, PowerPoint and Outlook (e.g. ability to sort spreadsheets for reporting purposes, ability to mail merge data into letters or emails, and can complete market research using the Web), and has knowledge of Social Media tools and uses them

Time management skills: Can identify, organize and prioritize essential and not time sensitive tasks, essential and time sensitive tasks, non-essential and time sensitive tasks, and non-essential and not time sensitive tasks in order to meet deadlines

E3. Attitudes and Attributes

Personal

Ability and desire to learn

Action oriented: Shows initiative, self-confidence, frankness and motivation

Adaptable, flexible and resourceful

Creative, innovative, curious and strategic

Open minded and persistent

Cool under pressure

High standards

Accurate and timely

Has business acumen

Ethical

Enjoys travel

Interpersonal

Team player

A desire to help

Diplomatic and non-judgmental

Cooperative

Interacts in a professional and friendly way with the participants to ensure a positive experience, from beginning to end

Organizational

Committed to the position and to Sea to Sky

A desire to work with clients, team members and volunteers

Is willing to work overtime if required in the lead up to, and onsite at an Association-related event or conference