The Convention Director of the National Flute Association is responsible for all aspects of convention and event planning, including nationwide site selection and contract negotiations, acquisition of all related vendors, and year-round logistical and on-site support to the Program Chair, Committees, Competition Coordinators, and members associated with the Annual Convention as well as for other organizational meetings or site visits as may be needed.
Essential Functions, Duties, and Responsibilities
Manage logistics for the Annual Convention and other organizational meetings to include:
selection of convention site, official airlines, and travel agency
negotiate and oversee hotel, venue, and vendor contracts
initiate and draft various correspondence relating to venues, agendas, committees, staff attendees, and facilities arrangements
participate in the preparation of budgets and monitor budget compliance with related Board Members, committees, staff, vendors, and volunteers
provide financial analyses at conclusion of meetings
advise the work of the Program Chair and Local Arrangements Chair
manage exhibit sales, exhibitor communications, and exhibit hall
develop and maintain collaborative relationships with Commercial Members and exhibitors
train and act as advisor to convention volunteers
help solicit and coordinate convention scholarships
launch registration processes
create and update procedures guides for convention personnel
prepare registrars’ instructions and conduct registrars’ orientation
partner with decorator to order convention materials and supervise shipment of materials to and from site
prepare and oversee distribution of meeting materials and production of name badges, signage, etc.
provide on-site logistical management and supervision as required, including convention registration
handle hotel registration and other requested travel services for all staff and board members attending meetings
serve as liaison with hotel staff, including securing food and beverage, AV, and other services, and as coordinator of volunteers and equipment staff
create and maintain convention schedule
work with the Publications Director on all aspects of the convention program book
communicate meeting information to Executive Director, Board Members, presenters, staff, committee members, other attendees, and hotel personnel
create and distribute any evaluations, follow-up materials, and post-conference reports
Minimum 5 years experience of professional meeting planning and management, preferably serving in a nonprofit membership association or the equivalent
Demonstrated knowledge of Microsoft Office and database management (MemberSuite preferred)
Familiarity with flutists and music a plus; knowledge of music, musicians, and academic environments in general highly preferred
Outstanding interpersonal communication skills (written and verbal) required.
Ability to work collaboratively in a team environment
Outstanding project management skills
Ability to understand and work within an organizational budget
Ability to translate policies into daily routine operations
Ability to travel as needed (organizational meetings, Annual Convention), estimated at not more than 15% of time
To apply, please send résumé, cover letter, and salary requirements to Executive Director Kelly Jocius at firstname.lastname@example.org.
About National Flute Association
The National Flute Association, founded in 1972, is the largest flute organization in the world. Approximately 5,000 members from more than 40 countries join together in person, online, at conventions, informally and in forums, through publications and classrooms, in performance, and in friendship. Guided by its goals to encourage a higher standard of artistic excellence for the flute, its performers, and its literature, members include leading soloists, orchestral players, jazz and world music performers, teachers, adult amateurs, and students of all ages.