Manager, Meeting Services

The Manager, Meeting Services will play a key supporting role within the Meeting Services team, assisting in the planning, coordination, and execution of CSBS’s external meetings and events. This position collaborates closely with the Senior Director and Director, Meeting Services, to ensure event logistics—including vendor management, registration processes, and on-site support—are seamlessly managed. The Manager will contribute to delivering high-quality, cost-effective events that align with organizational goals and enhance the experience of all participants. Essential Functions Assist with the coordination of all aspects of in-person meetings and events, including pre-planning, on-site execution, and post-event analysis. Manage logistics for meetings and events as assigned. Manage event costs to stay within the approved budget. Organize and coordinate proposals for hotels, catering services, audio visual, and other related contractual services. Participate in meetings with stakeholders to discuss and analyze meeting needs and requirements. Gather information for the preparation of hotel meeting specifications, rooming lists, and/or dinner arrangements. Work with the Senior Director, Meeting Services to prepare programming materials, including registration reports, post-conference evaluations, etc., and assist in completing post-conference follow-up action items. Maintain accurate historical data for all meetings and events, including registration metrics, hotel contracts, room block utilization, catering expenses, AV costs, and transportation arrangements to inform budgeting and strategic planning. Manage Cvent event management software functions (i.e., planning, oversight, and execution of event registration; creation, testing and implementation of event websites and registration). Attend and assist with conferences and events as on-site support as needed. Manage reporting solutions including designing custom reports. Provide administrative support to the department including, but not limited to, triaging incoming calls, updating meeting management tools and dashboards, uploading and updating contracts in the Contract Management System, processing invoices, etc. Identify and implement ongoing improvements to existing registration processes and procedures in Cvent and other virtual platforms. Manage logistics for all CSBS District meetings in collaboration with CSBS liaison including, but not limited to, Cvent management, hotel arrangements and off-site dinners and/or receptions. Additional Responsibilities Perform other related duties as necessary to contribute to the effectiveness and overall success of the organization. Attend and represent CSBS at external hospitality engagements such as CVB, PCMA and/or ASAE events, as directed by Senior Director, Meeting Services. Work collaboratively with Senior Director and Director, Meeting Services to prepare data and reports for senior management. Respond to inquiries from members. Work closely with other CSBS business units on meetings/event management related matters. Minimum Qualifications Bachelor’s degree in event management or a related field or equivalent years’ experience. 5-8 years’ experience in meetings management; experience with non-profit membership organizations strongly preferred. Experience working with executives, participants, hotel staff, and vendors. Certified Meeting Professional (CMP) designation is a plus, along with experience in virtual meeting management, production, and familiarity with Cvent. Knowledge, Skills, and Abilities Exceptional verbal and written communication skills, including strong writing, editing, and proofreading expertise in a business environment, with meticulous attention to detail to ensure accuracy in all external communications. Demonstrated ability to manage complex projects with meticulous attention to detail, prioritize competing deadlines, and adapt to shifting demands in a fast-paced environment. Customer service oriented. Ability to work both independently and collaboratively, work virtually and at the CSBS office. Demonstrated collaboration skills resulting in effective teamwork and interpersonal communications. Proficient in Microsoft Office Suite and Adobe Acrobat. Ability to demonstrate integrity and sound judgment by consistently making decisions that align with the organization’s best interests. Requirements Due to the nature of CSBS’s business in support of state financial services supervision, all CSBS employees have the potential of interacting with confidential information related to the supervision of financial services companies (“Confidential Supervisory Information”). As a result, in addition to general business conflicts of interest, all CSBS employees are expected to disclose conflicts of interest in financial services companies on at least an annual basis and to proactively avoid such conflicts. Protect the confidentiality, integrity, and availability of CSBS information and information systems in accordance with CSBS policies and procedures. Core Leadership Competencies Achievement Oriented Thinking: Is a solutions-oriented thinker, has good time management skills, manages expectations of what is achievable. Change Management: Actively engages and participates during change, asks questions and takes ownership for understanding why the change is happening and the risk of not changing actively. Emotional Intelligence (Self-Awareness): Manages own emotions productively to stay in role, handles emotionally charged situations productively and with empathy. Working Conditions General office. Travel up to 15% of the time.

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