We are looking for a passionate and highly motivated Exhibits and Events Manager to professionally support, plan, and execute Navy League events. This position serves as a member of the meetings and corporate affairs team and contributes to the fulfillment of overall department goals. This position is responsible for providing support to the Navy League's annual Sea Air Space Exposition (with 700+ exhibitors), corporate member breakfasts, the Washington area Navy Birthday Ball, and the Navy League's National Convention. This position will allow for growth over time and would be a great position for someone with meetings experience to gain additional skills and responsibility. If you have worked on smaller events this is a chance to work on a show that is in the Fast 50 in terms of the growth of attendees, exhibit space and number of exhibitors.
This position reports to the Vice President of Meetings and Vice President of Corporate Affairs.
Duties and Responsibilities:
Primary point of contact with our exhibit sales company. Responsible for keeping accurate financial records and working collaboratively with the finance department ensuring that all financial transactions are received and accurate.
Monitor the contracts of all exhibitors and sponsors in the exhibitor platform. This online software houses all contracts and invoices, as well as tracks the logistics of all exhibitors and sponsors.
Retrieve all certificates of insurance from exhibitors, taking due care that they include the appropriate parties listed as certificate of insurance holders, additional insureds, and subrogation language.
Ensure that the exhibitors have completed their automated checklists and contact them as part of this position's relationship management duties.
Update the exhibitor software platform with details of exhibitor conversations and send messages from the system. Collaborate with our exhibit sales company and our general services contractor to verify membership status and ensure that the amount they are being charged is accurate.
Experience with Map Your Show is not required but database or customer service software experience is preferred. Assist with on-site registration for our corporate member breakfasts and smaller meetings. This sometimes requires early mornings and a few evenings.
Assist with selling and fulfillment of sponsorships; confirm that the benefits of sponsorships have been met; prepare sponsor and exhibitor agreements; track payments; and issue confirmations.
Assist the Vice President of Corporate Affairs with the updating corporate membership lists and help with invoicing.
Draft correspondence to exhibitors and vendors, proofread documents for accuracy before submitting for review.
Coordinate packing, shipping and return of all meeting materials, equipment, and supplies.
Receive and respond to meeting related phone and emails. Monitor and reply to event specific mailboxes daily.
This position includes some travel including at least one (1) week away from home each year. With experience and staff needs additional travel may be required.
Perform other duties as requested by other team members.
Qualifications:
College degree preferred.
Recent graduates with some prior work experience during summers or internships are acceptable.
Strong organizational skills with the ability to multi-task in a fast-paced environment.
Self-starter focused on task completion and updating corresponding supervisors with deliverable completion.
Solid computer experience, including a thorough knowledge of Microsoft Office; technical proficiency in database management preferred.
Experience with tools such as: Nimble and Map Your Show is a plus
Strong customer service mentality with a positive, "can-do" attitude and an interest in interacting with members.
Experience with exhibits/tradeshows, and sponsorship fulfillment preferred.
Prior experience in a non-profit or association is a plus.
Understanding military rank and structure would be helpful to the successful candidate applying for this position but is not required.
Ability to:
Establish and maintain effective working relationships.
Work in a diverse workplace with diverse colleagues and clients.
Maintain a professional attitude while working under pressure.
Work independently as well as in a team environment, but with respect to the chain of command.
Preference:
Experience with Nimble, Map Your Show, Social Tables, or any equivalent products.
Non-profit or Military experience is a plus.
ATTRIBUTES FOR SUCCESS:
The Navy League is looking for a candidate who demonstrates the following values:
People-First. To each other, our members, partners, and vendors, we are respectful, responsive, flexible, timely, dependable, and accountable so that our work together is efficient, effective and creates maximum impact on the lives of people and issues we touch.
Motivated. We do not just take what is given to us and implement. We are curious, informed and continually pursue growth and learning about the world around us.
Impactful. Success is in the details; the amount of trust we foster; and consistency in delivering creative, quality-driven programs.
Truthful. Integrity, accountability, and transparency define our reputation. Since truthfulness is the basis of lasting relationships, we value learning from our mistakes because it makes us better practitioners working in a healthy team environment.
Friendly + Fun. We value each other's time, talents, personalities, unique contributions, and life beyond work, which is why we look for ways to lend a hand, share a laugh and/or applaud one another's achievements.