To assist with logistical planning and preparation of NACS meetings and conventions as directed, including:
Plans, coordinates and implements all aspects of assigned Meetings, special events, and conferences throughout it’s entire life cycle.
Negotiates and contracts various venues, vendors and services as they relate to NACS events
Organizes all event details both internal and external and communicates to all stakeholders
Delivers outstanding customer service, both external and internal
Communicates with our most engaged membership and VIPs regarding attending events, responding to member inquiries and fulfilling requests
Provides onsite support for meetings and events both domestic and international
PRIMARY FUNCTION 1: Meeting planning (80%)
Lead planner on approximately 5-7 NACS Conferences annually. Of which may include, Annual Strategy Conference, CEO Summit, Fuel Institute Annual Meeting, New Board Orientation/Executive Committee Meeting and beyond.
Venue selection to include: destination/venue research, site selection, contract negotiations for any given event.
Coordinate all meeting logistics for assigned events – management of hotel/travel/registration inquiries, event confirmations, event design, graphic designs, AV requirements and stage production, transportation, badge/tent card production, shipping (domestic and international)
Coordinate registration processes with IT, Data team and Marketing for each project
Ability to work independently and cross functionally depending on the project
Coordinate or assist in budget development and management for each assigned event and/or conference.
Maintain communication with NACS Board of Directors, Executive Committee, and Supplier Board as it relates to calendar appointments, transportation, and NACS day-to-day communications
Manage equipment orders, supply orders and shipping procedures for Meetings
Work cross functionally with internal departments including, but not limited to, Marketing, Educational Content, Web design, IT and Data
Ability to manage multiple vendors per event to include facilities/venues, General Contractor, Stage Production company and Destination Management Company
Ability to manage multiple current projects at once, while forward thinking and delivering in a timely and organized manner
Manage post-event procedures including invoice reconciliation, final budget reports and post event data reporting and survey distribution
NACS Show: primary responsibilities may include Executive Committee transportation, Supplier Board dinner, and NACS liaison to the Board dinner. Other responsibilities as needed
Maintaining the highest level of customer service, always, and executing events at the highest professional level
Thinking creatively to design over all event experiences from décor, entertainment, logistical flow, room set ups, incorporating emerging industry trends and expanding on networking opportunities
In depth understanding of food and beverage and intimate knowledge working with BEOs
Provide onsite support at other NACS meetings as needed
PRIMARY FUNCTION 2: Provide exemplary communication/service to internal and external contacts (20%)
Act as liaison for internal and external communications regarding meeting details with NACS staff, members and vendors, including support and maintenance of information requests.
Familiarizing yourself with NACS VIPs, Hunter Club contacts, EC and Board members and their respective assistants and managing the communications regarding events and over all NACS needs
Strong customer service, organizational and hospitality skills
Proficiency in MS Office computer applications, including MS Word, Excel and Outlook are required
Understanding of customer database applications (CRM) (netForum) a plus
Understanding of basic budget and accounting processes
Ability to travel heavily throughout the year (approx. 40%) and schedule flexibility, both domestic and international
About National Association of Convenience Stores (NACS)
NACS advances the role of convenience stores as positive economic, social and philanthropic contributors to the communities they serve. The U.S. convenience store industry, with more than 154,000 stores nationwide selling fuel, food and merchandise, serves 160 million customers daily—half of the U.S. population—and has sales that are 10.8% of total U.S. retail and foodservice sales. NACS has 2,100 retailer and 1,750 supplier members from more than 50 countries.
NACS serves the convenience and fuel retailing industry by providing industry knowledge, connections and advocacy to ensure the competitive viability of its members' businesses.