Job Description Job Title: Director, Meeting Services Reports To

Job Description
Job Title:
Reports To:
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Director, Meeting Services
Executive Vice President – Finance and Administration
Finance and Administration
Exempt
February 2015
Job Summary
The Director, Meeting Services is responsible for the logistics and coordination of all external
meetings held by CSBS, SRR and the CSBS-EF. As such, the position will be responsible for
(1) facilitation of the meeting requirements, (2) site search and selection and contract
negotiation, (3) facilitation of event registration and marketing, (4) development and oversight of
policies, procedures and standards to ensure a professional appearance at all CSBS events.
This position is a newly created position within the Finance and Administration department and
is intended to serve as a shared service to the entire organization. It is anticipated that the
Director of Meeting Services could spend up to 12 months developing the policies, procedures
and standards necessary to empower the incumbent to fulfil the full responsibilities of the job.
Essential Functions
To perform this job successfully, an individual must be able to perform each essential duty
and responsibility satisfactorily. Reasonable accommodations may be made to enable an
individual with disabilities to perform the essential functions. Other duties may be
assigned to meet business needs.
 Directs meeting operations for the entire organization.
 Determines unit goals, objectives and department performance metrics in coordination with
EVP.
 Determines policies, procedures, and standards for working with staff and vendors in
preparation for and execution of all organization meetings.
 Manages vendors including: convention centers, national hotel sales representatives, general
contractor, audio-visual vendor, housing management, shuttle and travel management, and
special events staff.
 Creates and updates requests for proposals. Manages the bid process and coordinates
requirements through work with staff liaisons. Negotiates with vendors to obtain the best
terms that ensure financial success and quality participant experiences.
 Provides budget information for planning to appropriate staff managers. Provides budget
information for year-end reports. Uses budget information to identify trends and propose
changes to mitigate meeting and travel costs. Reviews and authorizes payment of invoices for
services.
 Manages the logistics associated with all large meetings, including site selection, meeting
space assignment, transportation, audio/visual needs, security, decorator needs, housing, or
any logistics demanded by the specific meeting.
 Develop and implement procedures that reduce risk for meetings management.
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Generate and analyze the monthly, quarterly, and annual spending data, search for trends and
identify ways to better leverage spending, maintaining focus on travel needs, minimizing
corporate expenses, and improving satisfaction.
Create and maintain budgets for each event.
Manage event preparation process (coordinating handouts, preparing name badges, shipping,
inventory, etc.).
Additional Responsibilities
 Responds to inquiries from members.
 Works closely with other CSBS departments on matters related to this job description.
 Leads, participates or assists in special projects as assigned.
Minimum Qualifications
To perform this job successfully, an individual should possess the knowledge, skills, and
abilities listed and meet the amount of education, training and/or work experience required.
Education and Experience
A Bachelor’s degree or higher, and five (5) years’ experience in meetings coordination and
management; or a commensurate combination of education and experience.
Knowledge, Skills, and Abilities
 Banking and non-depository examination/investigation process – knowledge of banking and
non-depository examination/investigation principles and practices.
 Certified Meeting Professional (CMP) designation is preferred.
 Excellent verbal and written communication skills with guests, co-workers and management
to their understanding.
 Ability to perform assigned duties with attention to detail, speed, accuracy, follow-through,
courtesy, cooperativeness and work with a minimum of supervision.
 Organizational awareness & resourcefulness - understanding of whom to engage in order to
identify solutions & resolve issues.
 Ability to take ownership of a process and to use problem solving skills to resolve issues.
Working Conditions
General office
This job description should not be construed to imply that these requirements are the only
standards for the position. Incumbents will follow any other instructions and perform any
other related duties as may be required. CSBS has the right to revise this job description
at any time. CSBS is an “at will” employer and as such, neither this job description nor
your signature constitutes any form of contractual arrangement between you and CSBS.
Employee’s Signature
Manager’s Signature
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