Vice President of Events

The Independent Community Bankers of America (ICBA)’s guiding mission is to create and promote environments where community banks flourish. We are: 

• Dedicated advocates providing community bankers, policymakers and the pubic with authoritative insights and resources to support and strengthen community banking. 


• Knowledgeable, applying their expertise to offer personalized service that addresses the distinct challenges and opportunities facing community banks. 


• Community-centered, driving meaningful change that strengthens community banks and the communities they serve. We turn commitment into action and deliver real results. 

ICBA’s workplace culture is built on our core values: 

• Caring -We support and prioritize your well-being and professional growth. 


• Connected - We foster strong relationships that create meaningful impact. 


• Collaboration – We are team-oriented and results driven where diverse perspectives are valued, and innovative ideas are encouraged to achieve our common goals. 

Summary 

The Vice President, ICBA Events position will play an integral role in the planning, logistical management, and execution of the ICBA LIVE national convention, ICBA Capital Summit, several board/committee meetings, and additional events throughout the year. This position provides extensive customer service to members, speakers, participants, and ICBA staff who have a wide range of content, logistical needs and event requests.  

Duties & Responsibilities 

• Meets with fellow staff to assess and conceptualize needs for a variety of events and make all event arrangements necessary to execute the desired vision and goals. 


• Coordinates collection of RFPs for hotels, restaurants and vendor services, negotiates contracts for services, and makes recommendations. 


• Sources and negotiates contracts with hotels, restaurants, and vendors working closely with the EVP-ICBA Events for signature. 


• Provides planning, logistics and execution for assigned meetings including, but not limited to food/beverage, audio visual, hotel arrangements, and travel coordination within budget. 


• Provides support for event budget preparation and tracking reports; will develop some events’ budgets to input into ICBA’s budget software, providing completed budgets to EVP-ICBA Events for review prior to input. 


• Directs handling/management of VIP’s as required at events. 


• Arranges transportation, gifts, and shipments of meeting materials for assigned events. 


• Works with Events team to prepare and distribute planning memos to hotel management, participants, and staff. 


• Prepare banquet orders and resumes for assigned events. 


• Assists with logistics and coordination of educational sessions at enterprise-level events and other tasks as delegated by EVP  


• Maintains records, files, and related tracking systems for the respective meetings to include all post meeting history for reporting. 


• Financial accountability for all event invoices pertaining to hotel bills; transportation invoices; purchases of gifts; restaurant invoices; etc. Reviews and prepares invoices for approval by EVP-ICBA Events for payment; reconciles billing issues.  


• Coordinates internal communications with Events team members. 

ICBA LIVE 

• Oversee and assist with the planning, marketing and coordination of ICBA LIVE. 


• Responsible to review master account from hotel and/or convention center, exhibit decorator, destination management company, logistics company, AV company, printed materials, lead retrieval, etc. 


• Assist EVP-ICBA Events in managing logistics company, providing direction and approvals for planning efforts the logistics company completes, including selection of destination management company (DMC) and the activities the DMC is assigned. 


• Coordinates convention site visits with logistics company. Work with hotel/venue and other suppliers and vendors to schedule visits and determine departments with whom to meet. 


• Assist/Oversee on-site logistical operations for Learning Lab workshops, general sessions, welcome reception, special events, final night reception & dinner, entertainment, tours, VIP dinners, etc. 


• Oversee the compilation of the playbook specs and binder. 


• Co-manage department budget components and actively participate in the annual budget and planning process for ICBA LIVE, including assisting with budget input within ICBA’s budget software. 


• Lead planning for the First-Time Banker Attendee program, including developing content for a pre-event webinar, scripting for calls, programming for the reception, etc. 


• Assist with wrap-up (notes, history tracking, finalizing reports). 


• Participate in annual strategic planning and marketing creative sessions to brainstorm new ideas for evolving events, the way they’re marketed, etc.  

Other ICBA Events  

• Responsible for logistical planning for ICBA Capital Summit, ICBA Fall Leadership Meetings and other enterprise events as needed. 


• Responsible for compiling room set-up, audio visual, signage, F&B and other information for events and coordinating certain aspects of the event with the hotel. 


• Coordinate with Marketing on any program (printed piece) design and responsible for the program content and proofing. 


• Assist with meeting notices, compiling information and researching location 


• Responsible for the assignment of function space for events. 


• Responsible for menu selection and review of BEO’s, along with mentoring team members to develop event planning skills to select menus for future events.  


• Manage the selection and contract negotiation with DMCs and/or other décor providers and entertainers. 


• Oversee research and selection of any offsite venues for special events. 


• Responsible for updates to playbook specs and information for binder. 


• Review master account and adjustments before payment for all hotels, DMCs, Audio-Visual providers and any additional vendors. 


• Oversee event wrap-up (notes, history tracking, finalizing reports). 

Qualifications 

• BA/BS degree in business, hospitality, or travel industry  


• 10+ years of meeting planning experience 


• A proven track record working in an events department that includes sourcing and contracting, logistics experience with room block management, BEO’s, room sets, audio-visual needs, travel coordination, VIP handler and on-site execution of an event. 


• Experience with event-based technology and other digital-based expertise helping to create efficiencies in planning and providing enhancements to the attendees’ experience.  


• Event planning experience in the association industry is a plus. 


• Exceptional organizational and analytical, project management and time management skills. 


• Decision-making abilities and critical-thinking skills. 


• Excellent collaborative communication and interpersonal skills, with a demonstrated commitment to customer service. 


• Team-oriented and ability to work independently. 


• Ability to prioritize multiple and varied tasks within established deadlines, with minimal supervision. 


• Ability to manage external vendor resources and relationships. 


• Experience managing direct reports preferred.  


• Sound fiscal management experience.  


• Strong adherence to deadlines.  


• Rigorous attention to detail is necessary, including the ability to meticulously proofread event communications, schedules, and programs. 


• Ability to provide creative solutions to problems, to initiate new ideas, adapt quickly to change, be flexible, meet deadlines and perform well under pressure. 


• Ability to define problems, collect data, establish facts, develop conclusions, and recommend appropriate action plans 


• Displays a high level of accountability, taking responsibility for individual actions and the impact on the organization.  


• Views oneself as a reflection of the organization by following through on commitments and accepting ownership. 


• Understanding of legal regulations and permits required for events. 


• Flexibility and ability to travel overnight 25-35 days/year including weekends and independently. Travel is mainly within the United States. 


• Willingness to work non-traditional hours as each event requires. 


• Proficient in Microsoft Word, Excel and PowerPoint. NetFORUM or AMS database experience a plus. 

Physical Demands 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to move throughout the building; sit; use hands to handle or feel objects, tools or controls; reach with hands and arms; balance; and talk or hear. The employee must occasionally lift or move up to 35 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Overnight travel is required.    

Compensation and Benefits 

ICBA offers competitive compensation and benefits and is conveniently located in the nation’s capital. The target annual salary range for this role is currently $95,000 to $120,000 based on a regular, full-time schedule. The amount of compensation offered will be determined by several factors, including but not limited to experience, qualifications, market data and internal equity.  

Equal Employment Opportunity 

ICBA is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. ICBA does not discriminate on the basis of race, ethnicity, religion, sex, color, national origin, age, sexual orientation, gender identity or expression, mental or physical disability, genetic information, veteran status, or on any other basis prohibited by applicable law. 

Join ICBA and further your career while making a lasting impact! 

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