Director of Events
Our Organization
Through collaboration and community, shared stories and shared experiences, NCTE supports teachers and their students in classrooms, on college campuses, and in online learning environments.
For more than 100 years, NCTE has worked with its members to offer journals, publications, and resources; to further the voices and expertise of educators as advocates for their students at the local and federal levels; and to share lesson ideas, research, and teaching strategies through its Annual Convention and other professional learning events.
Our Mission
The National Council of Teachers of English is devoted to improving the teaching and learning of English and the language arts at all levels of education. This mission statement was adopted in 1990: “The Council promotes the development of literacy, the use of language to construct personal and public worlds and to achieve full participation in society, through the learning and teaching of English and the related arts and sciences of language.”
The Opportunity
The Director of Events leads our team that builds and executes national events with complex in-person elements, while developing hybrid event strategies. We want all of our events to create inspiring and memorable learning opportunities for literacy educators within budget. This is an opportunity for a leader who thrives in building plans and bringing order to countless details with a small team of colleagues skilled at doing the same. The Director of Events will continue to produce first-class events while imagining and proposing new possibilities for the organization. This person will advance NCTE’s successful track record of negotiating and managing high-value vendor relationships at competitive, enviable costs to the organization.
SPECIFIC RESPONSIBILITIES
Manage Events Team
- Supervise NCTE’s events team, which is responsible for in-person, virtual, and hybrid events.
- Manage staff and contractor teams to ensure strong project planning and execution, while completing a significant number of event duties.
- Cultivate staff leadership and development.
- Oversee events budget in partnership with the Director of Finance and CFO, preparing budgets across all events and their components.
- Monitor revenue and expenses to remain on track with projections, initiating changes for each event to achieve goals.
- Collaborate with the marketing team to drive promotions and campaigns that increase NCTE’s reach and event attendance.
- Partner with other departments to ensure staff are aligned on a common plan and work toward a shared vision. This includes significant work with IT on various platforms, as well as work with customer service, marketing and communications, governance, sponsorship, and beyond.
Oversee In-Person, Hybrid, and Virtual Event Programs
- Create master plan for logistics for each event/convention. Ensure all staff and vendors have access, and that all work orders are included.
- Create a plan for branding. For in-person events: include spaces such as exhibit hall, registration area, airport, hotel lobbies, and other high traffic areas. For virtual and hybrid events: include virtual lobby space, lounges, add-on apps, etc.
- Work with program chairs to develop schedules and times for events and major functions.
- With events team, assign all meeting space for in-person and hybrid events.
- Hire security as needed and required for facilities, including general facility, NCTE Central, and the exhibit hall.
- Write, submit, and review all work orders for all programs, workshops, registration areas, general sessions, poster sessions, meals, receptions, breaks, and all other facets of each event.
- Order food and beverage and closely monitor minimums for all events/conventions.
- Advise hotel partners on anticipated check-in and check-out times and work with hotel to have ample staff to alleviate long lines.
- Solicit proposals for local book seller for the Annual Convention, including writing the RFP, reviewing proposals, and making a recommendation for the best vendor. Set up a remote shipping option (USPS, UPS, or similar) so that attendees may ship books directly from the event.
- Secure discount codes from airlines, with reward certificates for NCTE.
- Arrange a pre-con meeting with the convention center, visitor bureau, key hotels, and city personnel, if needed 1-2 days prior to the conference to review key service points to ensure a successful convention.
- Train staff in advance and conduct an onsite staff walk-thru of the space.
Negotiate, Manage, and Execute Contracts
- Create RFPs, issuing them from the Executive Director’s office. Analyze and negotiate bids, securing novel opportunities to grow attendee experience and financial value to organization. Define needs, create RFPs, and manage contracts for event vendors including registration systems, virtual platform providers, A/V, general contractor/decorator, internet and electrical services, convention center, and hotels. Prepare and supervise all work orders for most cost-effective fees and labor arrangements.
- Registration Systems, Virtual Platforms: with Director of IT, ensure that our registration system, virtual platform, and any other systems or vendors needed for hybrid and virtual events, work together seamlessly to support first-class events. Manage the Manager of Events who ensures we have a secure and accurate data management system in place.
- Audiovisual: coordinate A/V for over 800 sessions throughout the annual convention and over 600 for CCCC’s. Coordination of screen graphics, lighting, and other scenic elements to implement conference themes. Coordination with A/V provider to enhance NCTE branding using A/V and other technical gear for maximum exposure throughout, Management and coordination of sessions with live web streaming, if applicable. Coordination of video booths, touch screens or other like devices to capture audio & video, for playback at general sessions or other key places during the annual convention.
- General Contractor/Show Decorator: manage decorator services, including registration area, signage, freight handling, custom furniture, exhibit hall floor plan, poster sessions, dock management and move-in and move-out, Build Your Stack area, Inquiry areas, NCTE Central merchandise store, and other areas as needed. Conduct bill reviews at conclusion.
- Internet and Electrical: manage internet services and electricity for events, negotiating fees for services.
- Convention Centers and Hotel Space: coordinate logistics, including writing, submitting, and reviewing all work orders for all meetings and activities including general sessions, workshops, awards ceremonies, food events, hospitality suites, work areas, VIP rooms, poster sessions, and any approved special events or other planned sessions.
- Hotels: ensure adequate breakfast and coffee spaces in hotels and proper branding in each hotel. Manage the master housing list, including monitoring housing progress to meet contractual obligations and avoid penalties. Assign rooms for Executive Committee and other VIPs at main hotel. Manage Executive Committee meeting space. Manage the contract points, including reward points, rebates, low-rate guarantee, attrition, and comp rooms.
Other Duties:
Execute other duties as needs and opportunities arise to innovate.
The Director, Events will encompass the following qualifications:
- A minimum of ten years of experience planning large scale events, preferably conventions.
- Experience working with associations strongly preferred.
- Certified Meeting Planner (CMP) credential desirable.
- Experience managing teams, both direct reports and colleagues, with a proven record of getting results through others.
- Strong problem-solving skills with an ability to find working solutions to unique and unforeseen challenges.
- Prior experience handling confidential and sensitive information and issues with a high level of professionalism.
- Successful experience managing costs and negotiating favorable financial opportunities for the organization.
- Strong organizational and planning skills; great attention to detail.
- Excellent written and verbal communication skills.
- Ability to prioritize projects, delegate work, and build systems that ensure accountability and efficiency.
- Willingness to travel; anticipated travel is up to seven times per year but could vary on an annual basis.
Apply by emailing Donna Thornton, Executive Recruiter | SearchWide Global
www.searchwideglobal.com | info@searchwideglobal.com
NCTE is proud to be an equal opportunity workplace and is an affirmative action employer. We strongly encourage diversity in our environment.
We strongly encourage diversity in our environment.
Executive Assistant
Our Organization
Through collaboration and community, shared stories and shared experiences, NCTE supports teachers and their students in classrooms, on college campuses, and in online learning environments.
For more than 100 years, NCTE has worked with its members to offer journals, publications, and resources; to further the voices and expertise of educators as advocates for their students at the local and federal levels; and to share lesson ideas, research, and teaching strategies through its Annual Convention and other professional learning events.
Our Mission
The National Council of Teachers of English is devoted to improving the teaching and learning of English and the language arts at all levels of education. This mission statement was adopted in 1990: “The Council promotes the development of literacy, the use of language to construct personal and public worlds and to achieve full participation in society, through the learning and teaching of English and the related arts and sciences of language.”
The Opportunity
The Executive Assistant will plan, direct, and coordinate a broad range of administrative and operational activities in support of the office of the Executive Director (ED), providing confidential assistance to the ED across a wide range of duties. This position maintains an impeccable sense of discretion and continuous confidentiality, taking great care in the representation of the ED and ED Office. The Executive Assistant will be a member of the ED Office team, report to the Senior Liaison in the Executive Director’s Office and collaborate closely with the Executive Director and Senior Liaison.
SPECIFIC RESPONSIBILITIES
Scheduling, Calendar, Correspondence, and Inbox Management
- Develop, coordinate, and protect the Executive Director’s schedule, planning several weeks ahead and ensuring adequate time for key priorities. Develop and ensure prep materials, including presentations, reports, analyses, etc., are available well in advance of meetings, engagements, and events on the Executive Director’s calendar.
- Make travel and accommodation arrangements for the Executive Director, and others upon request, and be available for support through the unexpected; submit accurate and timely expense reports, travel-related and otherwise.
- Organize and maintain a system for the Executive Director’s correspondence, predominantly email, with some telephone and mail. Screen and direct phone calls and distribute correspondence. Proactively draft correspondence, e.g., thank-you notes to participants, and track follow-up correspondence. Coordinate correspondence through print and electronic means as well as social media channels in tandem with NCTE’s plans and NCTE Communications team.
- Create and/or proofread materials for internal and external communication (e.g., memos, emails, presentations, reports).
- Manage the flow of information for the Executive Director (from staff as well as members and external partners) in a timely, organized, and accurate manner.
Meeting Support
- Travel to and support meetings and events upon request.
- Schedule, organize, and manage small meetings and events, both internal and external to the organization, including working with vendors in the coordination of meeting space, arranging catering, and coordinating attendee travel plans.
- Take minutes and/or notes during meetings when needed.
- Act as a point of contact and positive representative of ED and ED Office among the management team, board, staff, members, vendors, and other external partners. Often collect information for reports, analysis, etc.
Special Assignments/Projects
- Extend the Executive Director’s bandwidth by providing focused support with external partners, including the publishing community, donors, policymakers, and media. This includes organizing and executing projects and/or liaising with internal departments for smooth execution.
- Help plan and produce online events, drafting ideas and runs of show. Collaborate across the organization to develop cross-functional engagement and successful execution. Play a linchpin role in flawless delivery of events and staffing for the Executive Director and other essential partners.
- Accelerate NCTE’s efforts in building an individual donor base. This will include planning with a small team, executing steps on the NCTE website, identifying ways to thank donors, developing campaigns for specialized areas of focus (e.g., awards, etc.).
General Administrative Support
- Provide administrative support for Human Resources in the recruitment and search for new staff members, including the onboarding process. This will include screening candidate applications, maintaining an applicant tracking system, and scheduling interviews to include HR and hiring managers as needed.
- Document, improve upon, and ultimately manage processes to improve efficiency (e.g., using a project tracking tool such as Smartsheet).
- Perform office duties that include ordering supplies and managing a records database.
- Provide other general administrative support as needed.
The Executive Assistant will encompass the following qualifications:
- Bachelor’s degree; 5 years progressive experience in a similar executive assistant role, preferably in a remote workforce setting.
- Passion for the work of NCTE.
- Prior experience handling confidential and sensitive information and issues and a high level of professionalism.
- Strong organizational and planning skills; great attention to detail. Strong written and verbal communication skills.
- Ability to work outside of regular business hours including weekends and evenings as required.
- Strong problem-solving skills with an ability to find working solutions to unique and unforeseen challenges.
- A willingness to take ownership and responsibility of multiple tasks without sacrificing accuracy.
- Excellent time management skills, adherence to deadlines, and follow-through.
- Extensive knowledge of MS Office and familiarity with databases; ability to learn new software programs.
- Experience in envisioning and defining new systems of executive support.
- Willingness to travel; travel could be as often as five times per year but could vary on an annual basis.
Apply by emailing resumes to aborbee@cnpstaffing.com
NCTE is proud to be an equal opportunity workplace and is an affirmative action employer. We strongly encourage diversity in our environment.
We strongly encourage diversity in our environment.
Database Administrator
Our Organization
Through collaboration and community, shared stories and shared experiences, NCTE supports teachers and their students in classrooms, on college campuses, and in online learning environments.
For more than 100 years, NCTE has worked with its members to offer journals, publications, and resources; to further the voices and expertise of educators as advocates for their students at the local and federal levels; and to share lesson ideas, research, and teaching strategies through its Annual Convention and other professional learning events.
Our Mission
The National Council of Teachers of English is devoted to improving the teaching and learning of English and the language arts at all levels of education. This mission statement was adopted in 1990: “The Council promotes the development of literacy, the use of language to construct personal and public worlds and to achieve full participation in society, through the learning and teaching of English and the related arts and sciences of language.”
The Opportunity
With a goal of expanding NCTE’s data-driven focus, the Database Administrator (DBA) will directly expand NCTE’s data-driven insights and actions. This position will lead data governance, reporting, and analysis needs while also rapidly creating new insights through data for the organization. The DBA will be responsible for the life cycle of product knowledge, transactions, and demographics data in NCTE’s Association Management Software (AMS), collaborating with NCTE’s Director of IT, Senior Director of Operations, and others, when needed. This role will lead efforts to address and prevent errors that impact database transactions, the user experience related to the AMS, or reporting accuracy. The DBA will be expected to lead efforts in forming data governance standards in the current AMS (Aptify) and migrating those standards to any future AMS platforms. This role will serve as the central source for reporting membership, journals, and publication trends from database transactions, ensuring department leaders are able to make data-driven strategic decisions to help grow the organization and reach a broader audience of literacy educators.
SPECIFIC RESPONSIBILITIES INCLUDE:
Reporting & Data Governance
- Create useful data sets in a growing variety of analytics, apps, algorithms for core business objectives
- Imagine and create business rules including the creation, validation, and remediation of existing reports in the organization’s AMS (Aptify) to ensure recurring reporting, lists, and future utilization contains data with fidelity
- Ensure data privacy and security.
- Coordinate with the Marcomm team to provide lists on schedule with external communications
- Securely provide lists to a third-party when list rental requests are approved
- Maintain weekly membership and journal subscriber trend reports, while forming a plan to shift to dashboard reporting
- Provide monthly reports to key leaders, highlighting volume trends on membership, journals, and publications transactions, including influencing factors such as top sellers or campaign codes used
- Collaborate with the Digital Marketing Manager to accelerate the use and depth of insight from Google Analytics as related to a variety of transactional trends observed through the AMS
Database Administration
- Assist with the configuration and maintenance of NCTE’s AMS (Aptify)
- Create new products in Aptify, collaborating with the Finance team and product owners
- Troubleshoot errors in the system to ensure that external programming support is providing a clear understanding of the issue, minimizing external programming costs
- Provide management of SQL Server Agent, scheduling, and monitoring routine database jobs
- Recommend, document, and communicate data definitions, data-related business rules, data trends, and testing methods
- Thoroughly test any upgrades, migrations, new features, etc., with documented results and organized communication to staff and technical partners
- Assist with design and interconnectivity of web-database applications
- Coordinate data exchanges between NCTE and its partners through API integrations and data imports from various platforms
- Provide training and procedural documentation to staff and key contractors to ensure consistent use of the database, according to data governance standards
ADDITIONAL EXPECTATIONS INCLUDE:
- Thirst for discovering new data points that lead to positive change in serving teachers and students
- Ability to create and implement data rules with a strong focus on enhancing the accuracy and access to data and reporting to inform strategic organizational programs and content
- Capacity to reject status quo and create new data-driven opportunities
- Commitment to continuous learning in the position through a variety of means
- Strong collaboration with all staff including the Director of IT, Senior Director of Operations, Digital Marketing Manager, Director of Marketing and Membership, and other colleagues is essential
- Clear communication with third-party technical partners, ensuring the effective use of IT budget
- Embraces innovation, monitoring emerging technologies in the software industry, and recommending enhancements to the IT Project Manager and Director of Operations
- Strong focus on enhancing the accuracy and access to data and reporting to inform strategic organizational programs and content
- Working outside of traditional work hours to support project deliverables and database activities may occur. To ensure balance, NCTE encourages use of its flextime policy.
- Domestic travel for in-person meetings may occur 2 to 4 times annually.
The Database Administrator will encompass the following qualifications:
- 3+ years’ experience in systems analysis and/or support
- Bachelor’s degree from an accredited college/university in Data Science, Data Analytics, Technology, Computer Science or Engineering
- Experience with Association Management Software platforms (Aptify preferred)
- Basic SQL experience
- Experience working with Crystal reports
- Experience working with dashboard platforms like Power BI or Tableau
- Proven ability to manage data and attendant complexities
- Excellent, precise communication skills, both verbal and written
- Self-reliance, good problem-solving skills, is results oriented
- Ability to meet deadlines without sacrificing quality
- Thrives in an entrepreneurial environment
- Superior organization skills and ability to work under extreme pressure
- Trade or professional association experience, especially with an education association, in addition to private sector experience preferred
Apply by emailing resumes to careers@ncte.org
NCTE is proud to be an equal opportunity workplace and is an affirmative action employer. We strongly encourage diversity in our environment.
We strongly encourage diversity in our environment.