Senior Manager, Executive Meetings
Washington, DC, United States
30+ days ago
Audubon has more than 700 staff working across the United States and seven countries in 17 state and regional offices, 41 nature centers, and 23 wildlife sanctuaries. Together as one Audubon, we aspire to alter the course of climate change and habitat loss, leading to healthier bird populations and reversing current trends in biodiversity loss.
Audubon is committed to a culture of workplace excellence, where our talented and diverse staff are deeply engaged, with a strong sense of belonging. The birds Audubon pledges to protect differ in color, size, behavior, geographical preference, and countless other ways. By honoring and celebrating the equally remarkable diversity of the human species, Audubon will bring new creativity, effectiveness, and leadership to our work throughout the hemisphere.
As a member of the Audubon’s Development team, the Senior Manager, Executive Meetings will oversee and execute all aspects of assigned events to ensure goals are met and events run smoothly. Event types include the planning and successful execution of the National Audubon Society Board meetings, at least one annual trip for donors together with executive leadership to Audubon locations like the Iain Nicolson Audubon Center at Rowe Sanctuary, and other meetings as assigned.
The Senior Manager, Executive Meetings position requires regular travel for two to three annual board meetings in the U.S. plus biennial travel internationally for an additional board meeting; occasional travel for site inspections and planning for future board meeting and other events; and travel for event staffing and execution as assigned.
This position reports to the Director, Events and Engagement Programs and works closely with other internal departments such as the Office of the CEO, Executive Team, Office of the Chief of Staff, Development Communications, Arts Department, IT, and Legal.
- Plan and execute three annual board meetings and at least one additional annual field trip:
- Research potential locations and venues; distribute RFP to identified sites.
- Maintain the Board meeting logistics and programmatic development timelines, ensuring deadlines are met, potential delays are flagged in a timely manner, and new developments are tracked for integration into future board meetings.
- Schedule site inspections, meetings, and coordinate travel arrangements for scouting trips.
- Collaborate closely with the Director, Board Relations and Executive staff on board meeting logistics, staffing decisions, and content creation.
- Manage relationship with hotels, restaurants, and other vendors, working closely with conference managers and caterers on deadlines and requirements.
- Manage invitation and RSVP list, and board member information.
- Keep informed about major projects related to the Board; learn and stay abreast of current priorities as they relate to the Office of the CEOs goals and strategy.
- Prepare all written communications and correspondence pertaining to board meeting logistics and information for staff and guests, support the creation of logistics content for board members on behalf of the Office of the CEO.
- Keep abreast of common practices and new ideas in the conference/event industry for the purpose of bringing fresh concepts to the board meetings and other board/executive engagement initiatives.
- Work with Director, Events and Engagement Programs, Director, Board Relations, and other stakeholders to explore new ways to engage board members through content, fundraising, and recruitment.
- Organize meetings with internal stakeholders as well as those outside organizations in support of assigned projects.
- Facilitate expense reports, invoices, and contracts.
- Professionally handle confidential information including administration and personnel information.
- Act as liaison with other internal departments stakeholders as well as those and outside organizations.
- As assigned, plan other trips and events where National Board members or the Executive team will be present.
- Bachelor’s degree and 8+ years’ experience in a professional setting working with senior-level staff, in an event coordination or conference management role.
- Extremely organized and detail-oriented approach to work with a commitment to excellence.
- Ability to maintain confidential information with discretion and integrity.
- Proficiency with MS Office applications and impeccable technical skills, including high-level comfort with—apps, sites, tools; demonstrated ability to stay abreast of time and effort enhancing tools. Cvent certification preferred.
- Excellent written and oral communication skills. Research-savvy; internet and resource proficient.
- Outstanding interpersonal skills, as this job requires frequent interaction with diverse individuals including board trustees.
- Ability to create strong relationships, both inside and outside the organization, and represent the organization in the most effective and gracious manner.
- Ability to focus, multi-task, prioritize, and meet deadlines in a rapidly moving environment.
- Poised, confident, self-directed, and assertive with resourcefulness, adaptability, and creativity.
- Professional, personable, and efficient approach to all aspects of position; must be a team player with excellent interpersonal skills.
- Ability to travel both nationally and internationally throughout the year to Board Meetings, on scouting trips, and other Executive Meetings as assigned.
- A flexible approach to work and willingness to work some evenings, as needed.