Performs a combination of the duties outlined below:

Pre-Conference:

• Administration
  • Draft and maintain official conference contact list.
  • Provide phone numbers for publication.
  • Assist in reviewing ticket text from Martiz.
  • Draft and manage the “Handy to Know” guide for NLC staff and a separate copy for vendors.
  • Create Groupme (group texting) for on-site communication; modify participants as needed.
  • Assist in review of function space request forms from NLC staff for accuracy.
  • Order copier, printer and supplies for NLC Staff HQ and other office areas.
  • Assist Conference Logistics Director with maintaining the event database for conferences.
  • Coordinate with Facilities Manager to collect NLC Staff name badge information and place order of badges.
  • Coordinate with staff and Decorator shipment of conference materials.
• Budget/Bills
  • Complete CDR’s (cash distribution request) forms for bills to be paid with company check.
  • Provide credit card authorization form for bills to be paid with credit card.
  • Assist with development of NLC Conference budget to include: AV (breakout rooms), catering, furnishings/decorations/signage, health security plan, internet (over and above WiFi), security, entertainment (stipend to Host City only), registration temps/scanning staff.
• Catering
  • Organize and communicate special dietary requests captured during registration and for NLC staff with special dietary needs.
  • Request guarantees from NLC staff and coordinate with Conference Logistics Director to inform caterer, including staff meals and conference wide events.
  • Prepare and maintain guarantee vs fed spreadsheet.
• Furnishings/Decorations/Floral, and Signage
  • Review available furniture options and request pricing from Decorator.
  • Determine the number of chairs and coffee tables needed for concurrent workshops (talk show format)
  • Determine the number of NLC backdrops required with DEMC.
  • Submit floral requirements to vendor, coordinate delivery & placement.
  • Create function ID signs from meetings logistics database.
  • Maintain inventory of sign backs and assist with ordering when needed.
• Function Space Allocation and Meeting Specifications
  • Assist Conference Logistics Director with maintaining database for meeting specs for all events.
  • Assign State League and affiliate group functions and capture details in meeting specs database.
  • Send function confirmation letters to all State League/affiliate groups as space is assigned, with copy to facility staff.
  • Determine what ICW groups have not requested function space and coordinate with staff to send reminders.
  • Coordinate any needed transportation that is separate from host city functions (CCC).

On-Site Management/Site Visits:

• Travel to conference city 2 (two) times for pre-planning visits.
• Participate in pre-convention meetings with facility staff, selected vendors and NLC staff.
• Assist with convention center walk through for NLC Staff (City Summit).
• Generate function ID signage
• Oversee office and specialty area set ups.
• Set up and maintain staff office at headquarter hotel.
• Check meeting room set ups for accuracy and place function ID signage and sign backs at each function.
• Coordinate inventory and distribution of keys.
• Troubleshoot on any on-site logistical issues as they arise.
• Provide wayfinding assistance during busy times, as needed.
• Participate in daily review meetings with vendors.
• Coordinate with staff and Decorator the return shipment of conference materials.
• Assist with gratuities/thank you notes as needed.

Post-Show Management:

• Provide input to Conference Logistics Director for the written, detailed logistical critique of event and recommend areas where improvement can be made.
• Provide meal guarantee/number of people fed summary.
• Create and manage historical document of room setup details per function (room set, headcount, AV)
• Participate in debriefing meetings.

Other:

• Manage the payment of event invoices in Concur and reconcile the Director’s AMEX account.
• Create and coordinate agendas for team calls.
• Organize and manage the Business Events supply closet and conference inventory.
• Oversee the monitoring of the Business Events inbox.
• Assist with other meetings as requested and potentially travel to assist on-site
• Perform other duties and lead special projects as assigned.

Education and Experience:

• Bachelor’s degree in a related field and 5 years of practical experience in program area, or Master’s degree in a related field and 2 years of practical experience in program area (Master’s degree preferred)
• At least 2 years of experience coordinating the planning, implementation, and/or administration of a non-profit meetings logistics.
• Possesses required technical knowledge within assigned program areas (refer to specific qualifications below)
• Experience with event management software
• Ability to interact effectively with members, representatives of other organizations, elected officials, consultants and all levels of NLC staff
• MS Office skills (Word, Excel and PowerPoint)
• Public speaking experience

Work is typically performed in a standard office setting working at a desk or table on a level surface. Some travel is expected. May be required to work more hours than normal during a regular workweek depending on workload and deadline requirements.

COVID VACCINATION REQUIREMENTS

NLC cares about everyone’s safety and is often in public events. For this reason, we do require employees to be both vaccinated and receive updated booster in accordance with CDC guidance. Providing associated documentation will be a part of the onboarding process.

This position is based at the NLC office in Washington, D.C., and may be eligible for part-time telework.

About NLC

The National League of Cities is the voice of America’s cities, towns and villages, representing more than 200 million people across the country. NLC’s mission is to relentlessly advocate for the interests of cities by strengthening local leadership, influencing federal policy and driving innovative solutions.

We abide by 8 pillars of excellence to provide quality service and resources to our members and their constituents.

• NLC is Inclusive. We are a nonpartisan organization, and we embrace diversity of thought, perspectives and experiences.

• NLC is Focused. We focus on what matters most to our member cities, towns and villages and municipalities nationwide.

• NLC is Valuable. As a resource and advocate for our members, and a key partner to the state municipal leagues.

• NLC is Influential. We are recognized as powerful and reliable partners and respected by federal policymakers.

• NLC is Visible. We have a strong impact on our members, in Washington, D.C., and in the news.

• NLC is Relationship Driven. We are dedicated to building personal connections between local leaders and between local governments and NLC staff.

• NLC is Forward Leaning. With compelling engagement opportunities and cutting-edge technology, we are innovative at every turn.

• NLC is Financially Solid. With a diversified revenue model that reflects the nation’s modern economy.

NLC is committed to providing equal employment opportunity for all persons and to prohibiting discrimination because of race, color, sex, national origin, age, religion, marital status, disability, political affiliation, sexual orientation, status as a veteran, or any other protected status and/or conditions specified in federal and local civil rights laws. If a candidate needs reasonable accommodation to continue their application process, please reach out to HR@NLC.org.