SUPERVISOR Director of Conference and Events Management
As part of the events team, plan and implement logistics for TMA’s virtual, hybrid, and in-person events throughout the year, ranging in size from 20-2,500 people.
Manage logistics support for TMA events, including annual leadership conferences, the TMA Ambassador program, TMA’s Ask the Expert series, and Section meetings. This includes but is not limited to meeting room sourcing/assignments and set up; virtual platform setup; agenda development; presenter and attendee communications; menu selection and guarantees; audiovisual requirements; signage; and staffing needs.
Manage housing for TMA events. For events that require overnight housing, this includes but is not limited to managing sleeping room block(s) for an event including forecasted pickup and wash; monitoring contractual deadlines for attrition adjustments; managing reservations for staff, speakers and VIPs via rooming list; coordinating special requests/needs such as amenities and room deliveries; conducting room block audits where needed; and other room block management tasks.
Reconciling invoices and expenses. Work with TMA’s finance department to reconcile and allocate event expenses to appropriate cost centers and negotiate financial disputes with conference vendors.
Process follow up reports and correspondence. Including housing pickup; revenue and expenses; attendance analytics; event evaluations; and executive summaries.
Serve as a core member of the Events team. Provide support as needed with projects and tasks related to TMA events, including but not limited to support with one-time/pop-up events; development of marketing materials; registration staff assistance; administrative tasks; and special projects.
Perform other related duties as directed or required.
This position requires some overnight travel, including, but not limited to, traveling for TMA events and site visits.
This position may occasionally have supervisory responsibility for a team tasked with supporting an event, including TMA staff as well as temporary workers. This position does not have any full-time supervisory responsibility.
Duties are performed under general supervision according to generally prescribed guidelines. Employee is responsible for judgment that is exercised regarding selection and interpretation of methods and procedures to be used personally.
GENERAL QUALIFICATION REQUIREMENTS
Knowledge and Experience:
This position requires concentrated understanding of a specialized area of knowledge normally acquired through attainment of college degree in related field, and 1-3 years experience. Experience in meeting management, hotel convention services and/or sales is a plus. Knowledge of Microsoft Office Suite, and a general proficiency with technology, are required.
Skills and Abilities:
Exceptional project management skills and ability to lead a team during the planning and onsite phase of events management.
Prioritize/perform multiple tasks with strict attention to detail despite many interruptions.
Must embrace technology for use in maintaining calendars and organizing tasks.
Excellent organizational, interpersonal, and communication skills essential.
Ability to understand and follow oral and written instructions with minimal supervision.
Work effectively with other TMA employees in a team environment.
Proficient with Outlook, Word, Excel, and PowerPoint.
Ability to work with outside vendors and maintain positive professional relationships.
Ability to plan meetings, develop objectives, evaluate facts, determine courses of action, resolve pre-meeting and onsite problems, and establish priorities.
Who Is TMA?
The Texas Medical Association was organized by 35 physicians in 1853 to serve the people of Texas in matters of medical care, prevention and cure of disease, and the improvement of public health. Today, with more than 55,000 physician and medical student members, TMA's vision is still to "improve the health of all Texans." TMA supports Texas physicians by providing distinctive solutions to the challenges they encounter in the care of patients.