Director - Conference Operations

Job Details

Description

The anticipated hiring range for this position is $110,000 to $130,000. Hiring offers will be determined based on the final candidate’s qualifications and experience. The recruiter can share more information about what the anticipated salary would be based upon your specific qualifications during the selection process.

The CIA offers a substantial benefits package that includes medical coverage available at no cost to qualifying employees, dental insurance, vision insurance, life insurance, short and long term disability insurance, retirement savings plan with high employer contributions, a generous paid time off program, and more!

As the benefits package at the CIA results in a significant value above the base salary for this position, we encourage you to apply so that our recruiters can share more information with you about the benefits of working for the CIA.

Position Summary

The Director – Conference Operations at the Culinary Institute of America (CIA) is responsible for the overall operations for the Strategic Initiatives Group (SIG). The position is responsible for overseeing operations management for all conferences, leadership retreats, summits, as well as other SIG programs. The Director – Conference Operations is also responsible for budgeting and ongoing analysis of the financial performance of the department.

Essential Responsibilities

• Provides oversight for coordination and operations management of annual conferences, leadership retreats, and other SIG events, coordinating all event elements including development and implementation of timelines, coordinating with the Special Events team, as well as providing support for sponsor fulfillment and experience.
• Manages annual budgeting process and oversees the development and regular reporting of SIG total revenue “dashboards” including confirmed and projected revenues.
• Oversees and manages SIG team process improvement, database management and resource management.
• Schedules and runs SIG team meetings with team and consultants, including developing agendas and facilitation.
• In collaboration with the Associate Director – Operations and Executive Chef, acts as a liaison for the Special Events department providing detailed event orders including service and execution requirements for all aspects of setup, delivery and breakdown of each program. Supports Special Events team to ensure excellence in delivery.
• Oversees the creation of beverage plans, including inventory requirements and placing orders for alcoholic and non-alcoholic beverages, seminar and meal service plans, for conference and retreats.
• Collaborates with Corporate Relations team to secure in-kind wine donations where necessary, and also identify wineries to pour at SIG events where applicable. Works with Special Events to implement beverage plans for conferences and retreats.
• Oversees print resources including menus, signage, handouts, and all printing/electronic requirements for each program.
• Ensures that custodial plan and any maintenance requirements are in place for each program, and communicates details with property management team.
• Organizes and conducts inter-departmental committee meetings with key team players to prepare for conference and retreats as necessary.
• Collaborates with Executive Director in developing agreement letters for outside consultants to support SIG initiatives as needed, and monitors contract performance for consultants.
• Upon sponsor, underwriter or academic grantors confirmation, the Director works closely with the Associate Director – Sponsorship and Planning and the SIG Executive Chef to to ensure a great overall sponsor experience. Collaborating on menu, demonstration and tasting plans for each conference or retreat, ensuring strength in programmatic content and the incorporation of sponsor product wherever possible. Sponsors include trade associations, private companies, governments, non-profit organizations and foundations.
• Works with Associate Director – Operations to secure contracts and negotiate pricing within budget guidelines with outside vendors for all rentals, hotel rooms, lighting, floral, tent, transportation, special equipment and entertainment needs for all SIG programs.
• Oversees registration for all programs, managing on-line registration website for breakout sessions, and coordinating on-site registration processes.
• Provides Digital Media and IT teams with conference plans to ensure adequate audio visual and photography requirements are in place.
• Provides oversight to on-site event management throughout each program to ensure successful delivery.
• Oversees compilation of program evaluations. Creates and distributes post-event reports, utilizing feedback from attendees, sponsors and key team players, to ensure continuous improvement from year to year.
• Leads coordination of all conference & leadership programs at alternate campuses or locations, including coordinating remote campus teams, managing outside venues, vendors and contractors in the remote locations.
• Works to support strategic partnerships with all of our partner academic institutions and organizations, and leading industry trade publications.
• Any and all other duties as assigned.
  
  

Education

REQUIRED QUALIFICATIONS

• Bachelor’s degree or significant experience in lieu of.
  
  

Experience

• Must have a minimum of five (5) years experience managing food and beverage events with multiple sponsors, and a minimum budget in excess of a half million dollars.
• Extensive hospitality background, preferably with both front and back of the house experience.
  
  

Preferred Qualifications

• Spanish and/or other language proficiencies.
• CIA AOS degree strongly preferred.
• Experience with Cvent or other online registration system.
• Experience in the MAC environment and/or with digital media, video, Adobe Professional, Adobe Photoshop and/or Millennium.
  
  

Required Skills

• Conceptual familiarity and past experience with high-level corporate, higher education, and/or association strategic partnership development.
• Excellent written, verbal communication, and presentation skills required. Must have demonstrated ability in organizational, time management, and interpersonal skills.
• Strong computer skills, including proficiency in Word, Excel, PowerPoint, as well as extensive experience with databases and Special Event software, ideally TripleSeat.
• Extensive organizational and multi-tasking skills with a keen ability to create order within complicated overlapping goals and timelines.
• Must display a high level of energy and self-motivation.
• Broad business savvy, with a solid grasp of financial and operating goals. Must have a track record of achieving measurable success for meeting objectives, managing costs and achieving change.
• Excellent interpersonal and leadership skills required, including the ability to form and mobilize intra-organizational teams to accomplish goals.
• Must have a history of developing programs to support strategic vision, partnering with stakeholder groups and effective problem solving and negotiation.
• Demonstrated strong analytical and organizational skills.
• Entrepreneurial mindset with a strong commitment to service.
• Ability to handle confidential issues with a high level of discretion.
• Detail oriented and thorough.
• Must have a history of developing programs to support strategic vision, partnering with stakeholder groups and effective problem solving and negotiation.
  
  

WORKING CONDITIONS

• Moderate travel for meetings at alternate campuses, with various partners, and/or to support conferences that are remote from CIA Copia, as required.
• Must be available to work nights and weekends as required due to business needs.
• Regular work requires a great deal of sitting and standing for extended periods.
• Regular work requires the use of a computer, sometimes in excess of eight (8) hours per day.
• Ability to frequently lift and carry 30 pounds.