Job Description

Maryland REALTORS ® serves professional REALTOR ® members practicing in Maryland. We are responsible for developing public policy, legislative advocacy, political affairs, legal and regulatory services, education, professional standards, and communications programs. This position is part of the team that supports the Strategic Communications Department.

Working within the scope of the Association, the Program/Events Manager provides administrative and logistical support and works in a team environment to assist in the production of events and meetings. This position also manages the Association’s appearance and attendance at other industry-related events, coordinating with staff for attendance and support of each event. This position will also provide support for the entire Strategic Communications team.

Program/Event Responsibilities:

· Plan and execute meetings and/or events, live, with respect to budgets, speakers, facilities, technology, equipment, logistical requirements, fellow staff, and other related issues.

· Coordinate pre-event activities, such as registration and invitation directives, as determined by the specific event.

· Assist with the execution of marketing strategies for events, meetings, and conferences.

· Manage the work of the Events Coordinator, who reports to this position.

· Work with and coordinate the actions of staff and volunteers helping with events, meetings, and conferences.

· Serve as liaison between departments and department-owned events, to ensure satisfactory event execution.

· Maintain detailed records for each event, including charter, timelines, attendance, expense, and budget information. Coordinate all specific planning of meetings, such as speaker engagement, housing, transportation, material preparation, registration, and signage.

· Negotiate and manage vendor contracts.

· Oversee event logistics: room setups, AV, food & beverage, registration flow, signage, exhibitor hall, and materials. Maintain an internal planning calendar to show dates of all conferences, events, and meetings, plus all the scheduled steps and projects needed to take place to produce the event, including staff requirements for each activity: time needed for activity, responsibilities, etc.

· Maintain a planning calendar of industry events and local board/association events, coordinating the Association’s presence and working with staff to have each of these events attended and supported by staff.

• Supervise registration setup, attendee communication, and customer service.

· Serve as onsite lead during events, managing staff, volunteers, and vendors. Oversee and assist in setting up rooms for meetings, including reconfiguration of furniture, distributing meeting materials, and general clean up afterward. This includes meetings held at Maryland REALTORS ® offices.

· Monitor, record, and track important analytics for meetings and events, including attendance, registrations, attendee satisfaction, attrition, and others.

· Research venues, menus, amenities, and activities suitable for future conferences, events, and meetings.

· Coordinate and manage all activities between event site, decoration crews, and exhibitor crews, for seamless and well-timed assembly and breakdown of each event.

· Track expenditures to budget and process approved invoices for payment.

· Respond to requests for events assistance, providing customer service to internal and external customers, identify and solve problems within scope of responsibility

· Follow well-defined meeting parameters and ensure that defined policies and procedures are implemented

Strategic Communications Responsibilities:

· Work with the Independent Contractor Advertising/Sponsorship representative, to provide opportunities for sponsorships, exhibitors, and exhibitor packages and create a process for sponsorship/exhibitor fulfillment.

· Responsible for keeping the standard trade show booth updated, by coordinating new banners for booth, working closely with Events Coordinator and the Strategic Communications department.

· Report on analytics for events to inform on ways to improve future projects.

· Staff, support, and attend the proceedings of the Annual Conference Committee and its subcommittees, generating agendas, as well as producing other committee reports.

· Compile information, organize data, files, and materials, maintain various databases

Travel Requirements: 

· Frequent daytime travel to local meetings and events, including site visits and offsite meetings.

· Attendance and staffing of the 3-day Annual Maryland REALTORS ® Conference, as well as any other Maryland REALTORS ® event.

· Some overnight travel will be required of this role.

Qualifications:

· Associate's degree in related field (bachelor’s degree preferred)

· Two to three years administrative and professional meeting and event planning experience (nonprofit or association experience preferred)

· Strong project management, budgeting, and contract negotiation skills.

· Experience operating and utilizing online meeting management software, and a commitment to keeping up with trends and developments in online meetings and related technology

· Creative, innovative, and resourceful: actively seeks opportunities to improve meetings and events

· Exceptional client service skills and enjoys working with the public

· Ability to manage concurrent tasks efficiently

· This position requires a superior attention to detail and scheduling expertise

· Excellent organizational and interpersonal skills

· Problem solving and analytical skills

· Ability to work independently and meet deadlines, while also possessing a collaborative spirit when working with staff and volunteers

· High energy, positive, professional attitude, pride in work product

· Strong computer skills to include Microsoft Office, with proficiency in Excel, and online meeting/webinar/event software

· Excellent written and verbal communication skills to include active listening and questioning skills

· Ability to lift 25 lbs.

· Great team member: willing to roll up your sleeves and pitch in to help your colleagues when needed

· Maryland State Driver’s License and good driving record

· Knowledge of CRM software, database management, and event registration software a plus.

Work Environment and Working Conditions: This job generally operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is often required to walk; use hands to finger handle or operate computers, objects, tools, or controls; lift boxes containing meeting and event materials (approximately up to 25 pounds); and reach with hands and arms. Specific vision abilities required by this job include close vision and the ability to adjust focus.

LIMITATIONS AND DISCLAIMER

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by any person authorized to give instructions or assignments in compliance with Federal and State Laws. Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. 

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