Position:           Assistant Director of Convention Operations & Meetings
Department:    Business Development
Reports to:      Senior Director of Membership & Conventions
Status:              Full Time, Exempt

Overview: This position works closely with the Senior Director of Membership & Conventions to manage the overall logistics for the association’s annual trade show and exposition, HAI HELI-EXPO®, as well as other regional meetings and events.

Essential Functions of the Position Include, but Are Not Limited To:

• Managing logistics for HAI special events, general sessions, and meetings at HAI HELI-EXPO®, the association’s annual trade show and exposition, including: room set-ups, signage, audiovisual, food and beverage, etc.
• Preparing and managing budgets for HAI HELI-EXPO vendors and HAI regional events including decision making during the planning process for most efficient use of resources
• Overseeing the meetings schedule for HELI-EXPO and fielding exhibitor requests and scheduling based on availability
• Managing logistics for HAI regional events including: venue selection, room set-ups, signage, audiovisual, food and beverage, etc.
• Collaborating with the Registration Vendor to develop, manage, and execute attendee and exhibitor registration processes
• Identifying temporary personnel needs for HELI-EXPO, implementing onsite schedules, and training necessary personnel
• Creating and maintaining informational content related to HELI-EXPO for use in all HAI print and digital publications, including the HELI-EXPO website, attendee pages, convention preview, program guide, and show app
• Overseeing and managing the housing process for HELI-EXPO including working with official housing vendor, securing staff and board rooms, optimizing use of HAI contractual concessions, and processing hotel contracts and addendums
• Overseeing general show signage including work order submission, distribution and approval of proofs, and onsite placement
• Managing the preparation of RFPs for show vendors, comparing submissions, making recommendations, and negotiating contract terms
• Developing overall milestones for conventions/regional events and tracking progress
• Other duties as assigned

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all duties and responsibilities.