Vice President, Digital Event Strategy

Description

The American Dental Education Association (ADEA) seeks to add a talented Vice President of Digital Event Strategy to its team. The Vice President of Digital Event Strategy is a strategic leadership position within ADEA, tasked with building the organization’s digital event strategy from the ground up. This role requires a blend of creativity, technology proficiency, and strategic vision to deliver impactful digital events that engage stakeholders, drive awareness, and foster collaboration within our virtual community. While this role does not directly manage staff, it involves coordination with various teams and stakeholders to ensure successful conference outcomes. 

This senior leadership position requires a visionary and strategic thinker who can leverage digital platforms to drive engagement and expand the reach of ADEA’s current in-person educational conferences. The successful candidate will have proven experience with conceptualizing, planning, and executing innovative digital conference event options for our members.  

Embedded in the Meetings, Conferences, and Educational Technology department, the Vice President has the secondary responsibility of assessing and reporting findings on all in-person and virtual events produced by the department. The Vice President collaborates with ADEA staff and volunteers to set goals and objectives, and coordinate efforts to provide comprehensive, cohesive, and valuable digital conference experiences for all segments of the ADEA membership. The Vice President helps ADEA craft a plan for the future of its digital events that considers the ADEA Strategic Priorities as well as industry best practices for attendee satisfaction and revenue generation.  

Primary Responsibilities 

Strategic Planning  

• Develop and implement a comprehensive and revenue neutral digital conference and event strategy that addresses the needs of membership segments least able to attend ADEA’s in-person conferences. This includes defining target audiences, creating pipelines to curate content, establishing a digital event schedule, and codifying standard operating procedures, setting goals, and identifying key performance indicators (KPIs) to measure success.  
• Develop a content pipeline to identify key themes, topics, and objectives for each conference to ensure alignment with organizational priorities.   
• Conduct research to stay updated on industry trends, best practices, and innovative approaches to virtual event management.  
• Develop and follow the road map for the digital events program that builds a significant audience that creates a robust revenue stream for ADEA.  
• Content and Audience Development  
• Collaborate with the internal and external stakeholders to curate compelling and relevant content for digital events that meets the diverse needs of ADEA’s membership population, ensuring alignment with the organization's mission and messaging.   
• Cultivate a cadre of speakers (professional bureau speakers and member/non-member experts) with the most effective presentation and audience engagement techniques for digital conferences.   
• Collaborate with the Office of Learning to ensure digital conferences comply with ADA CERP Recognition Standards and Procedures requirements for granting continuing education (CE) credit. Lead pre-production and post-production work necessary to produce each digital conference.   
• Drive recommendation on two to three member segments to serve as the audience for the digital conference program pilot launch.   
• To identify pilot audience, collaborate with the Communications and Marketing and Member Engagement departments to conduct a new needs assessment (or review an existing one) of the ADEA membership to identify the membership segments most interested in consuming on-going digital conference content.    
• Collaborate with the Office of Learning team to archive live digital conferences in the library management system (LMS), for post-streaming on-demand learning opportunities.   
• Implement strategies to maximize audience engagement before, during, and after digital events. Utilize data analytics and feedback mechanisms to continuously improve the attendee experience and drive meaningful interactions.   
• Collaborate with the Office of Information Technology and Member Engagement teams to encourage digital conference attendees to become more active in ADEA throughout the year.                       

Program Assessment  

• Conduct extensive annual assessment of the 15-20 current in-person conferences produced by the department using the department’s Assessment Rubric.   
• Collect and study relevant data to recognize trends, recommend changes to improve the in-person conferences studied and recommendations on which, if any, in-person conferences can be more effectively presented as digital conferences.   
• Lead the effort to secure leadership buy-in and approval to execute the work necessary to transition any in-person conference identified to be redesigned as a digital conference based on the findings of the Assessment Rubric.   
• Assemble and oversee a member-led committee to evaluate and recommend educational content.  

Digital Operation & Production  

• Establish an operational  framework that outlines content formats, minimum/maximum number of attendees, minimum/maximum number of speakers and sessions, determine agendas, timelines, minimum/maximum number of digital conferences per year, minimum number of continuing education credit (CE), marketing needs, most effective conference length, streaming schedule, content acquisition/development, registration rate, and funding and staffing resources required.   
• Codify all operational procedures.  
• Work collaboratively with Communications and Marketing staff to facilitate the development of comprehensive, high-level strategies for attendance marketing to appropriate constituencies and increase the numbers of those taking advantage of ADEA’s digital programs. This includes establishing a regular process for marketing each digital conference.   
• Create a digital conference event program unparalleled in its content quality, continuing education hours, flexibility, educational content personalization, collaboration, exceptional value for cost to create a compelling value proposition that drives registration.   
• Assemble and lead cross-functional teams, including MCET, Communications and Marketing, Member Engagement, Office of Information Technology, Corporate Development, and Office of Learning, to align digital conference initiatives with broader organizational priorities. Foster a collaborative and innovative culture that encourages experimentation, learning, and efficiency.  
• With the staff team, develop and implement the highest standards of digital meeting management through best practices that provide a solid foundation for long-term, ethical business practices and high regard for member engagement and satisfaction.    
• Train new team members on processes for creating and managing ADEA’s digital events and look for opportunities to enhance delivery of services. Formulate written criteria and processes for digital conferences and events to enhance and improve the delivery of this service.  

Financial Management   

• Develop and manage the digital events budget, ensuring efficient allocation of resources to achieve desired outcomes and registration goals. Monitor expenses, track ROI, and make data-driven decisions to optimize the organization's investment in digital events.   
• Collaborate with the Director of Event Registration and the Department of Finance and Operations to establish registration rates designed to attract those membership segments in need of continuing educational (CE) credit and least likely to receive institutional funding support to attend in-person meetings.   
• Collaborate with the Vice President, Corporate Relations on funding priorities for all digital conferences and oversee recognition of sponsorship in all publications, signage, and other media for same.  
• Ensure accurate and timely financial information about registrations, invoices, credit card transactions, and billing. Lead monthly and yearly reconciliation process for digital events.    
• Seek new and viable sources of revenue or ways to reduce expenses without compromising the unique value proposition of the digital events program.   

Vendor & Technology Management  

• Evaluate, select, and manage digital event platforms and technologies to deliver seamless and engaging online experiences.   
• Stay abreast of the latest innovations and best practices in digital event technology and A.I. to enhance the organization's digital conference capabilities.   
• Oversee the management and execution of vendor and technology contracts related to digital conferences. Serve as the project leader on technological enhancements and integration to serve the digital conferences.  Ensure all contracts follow legal and internal requirements.  
• Collaborate with the Office of Information Technology to develop and determine the impact A.I. will have on the digital events program.   

Duties within the MCET Department

• Serve when needed as a back-up to the current Vice President of Meetings, Conferences and Educational Technology overseeing event managers responsible for producing in-person conferences and events.  
• Budget management.  
• When event volume is heavy or events overlap, this position could be called upon to manage an in-person event hosted in-state or out of state.  
• During the ADEA Annual Session & Exhibition conference, this position will be asked to execute other duties as assigned for this all staff and all hands-on deck in-person event.  
• Other duties as assigned.   

Qualifications

• This position requires a baccalaureate degree or higher with eleven or more years of experience in meeting management and program development (or nine years of relevant experience plus a graduate degree). Digital Event Strategist (DES) certification is required with at least three years of direct experience developing and leading the execution of digital event experiences and supervising associated digital event staff.   
• Certified Meeting Professional Designation (CMP) and/or Certified Association Executive preferred.  Preferably his/her work will have been in education associations with expertise in developing and supervising staff who manage a wide variety of meetings.   
• Proven ability to lead cross-functional teams of professional staff and members to successful completion of simultaneous projects. Proven success in leading multi-functional teams. Strong collaboration and consensus building skills.   
• Because this position does not possess direct reports, the ideal candidate must have the proven ability to work both tactically and strategically, have effective daily management and communication skills, exude enthusiasm for the digital events project, and promote interdepartmental collaboration and teamwork.  
• Proven ability and experience in managing traditional conference and meeting planning, including site selection and contract negotiation, meeting room set ups, menu planning, audio visual, technology, and registration.  Optimally, should have experience in convention and exposition management, handling governance meetings, and meeting marketing.   
• Knowledgeable about the latest innovations and best practices in digital events. Also maintains current knowledge of the latest methodology and practical application of theories for developing programming for adult learning, continuing education, and professional development.   
• Experience in program development and working with and motivating member volunteers.   
• Ability to analyze and synthesize information and other data relative to financial and organizational issues is required.   
• Ability to recognize opportunities that may lead to increased effectiveness and efficiency of department processes including ability to implement change.   
• Demonstrated success in preparing budgets, managing implementation, and meeting or exceeding financial targets.    
• Experience in negotiating with hotels and outside contractors and managing vendor relationships with a clear understanding of the economics of hotel and food/beverage negotiations and meeting planning finances.    
• Strong project management skills are essential with the ability to evaluate and prioritize issues. Must be able to adhere to timelines and plan effectively with attention to detail and accuracy.  Must be capable of managing multiple tasks at a high level across divisions of ADEA.    
• Outstanding people and customer service skills, including the ability to deal effectively with internal staff, members, and external vendors.   
• Excellent written and verbal communication skills, exceptional approaches to working with volunteer leaders and engaging stakeholders, ability to develop business plans, and ability to write documents as complicated and varying as scripts, proposals, marketing text and program descriptions.   
•  Expertise with Microsoft Office (including Word, Excel, Outlook, PowerPoint), Adobe Acrobat, and videoconference/meeting software such as Zoom/Teams. Ability to learn new technologies as needed.  
• Ability to work successfully in a diverse team environment and collaborate effectively with others.    
• The position may require frequent travel and a willingness to work irregular hours, including weekends.  
• Ability to work at ADEA’s DC office on a hybrid basis (currently three days per week) and as needed. 

Salary range for this position is $141k to $157k. In addition to a rewarding and purposeful mission, ADEA offers you a collaborative team environment with competitive salary and excellent benefits, including health, vision, dental and life insurance, wellness benefits, a 35-hour work week with hybrid in-office/remote schedule, generous paid leave and a 403(b) retirement plan with 10% employer contribution. Our office is conveniently located across from the Washington Convention Center, near shopping, restaurants and the Red and Green Line Metro Stations. 

For more information and to apply online, visit www.adea.org. 

The American Dental Education Association (ADEA) is The Voice of Dental Education. Its members include all 78 U.S. and Canadian dental schools, over 800 allied and advanced dental education programs, 66 corporations and more than 20,000 individuals. 

The mission of ADEA is to develop an inclusive, future-ready oral health workforce prepared to improve the health of all people and communities through leadership, education and collaboration. 

ADEA’s activities encompass a wide range of research, advocacy, faculty development, meetings and communications, including the esteemed Journal of Dental Education, as well as the dental school admissions services ADEA AADSAS, ADEA PASS, ADEA DHCAS and ADEA CAAPID. 

ADEA is an Equal Opportunity Employer. The Association’s EEO policy prohibits discrimination in employment on the basis of race, color, religion, age, sex, national origin or ancestry, marital status, personal appearance, sexual orientation, gender identity or expression, pregnancy, child birth or related medical conditions, family responsibilities, genetic information, political affiliation, matriculation, veteran status, union affiliation, disability, credit information, status as a victim or family member of a victim of domestic violence, a sexual offense, or stalking, or any other legally- protected characteristic in accordance with federal or local law (the Protected Categories). EEO applies to all terms and conditions of employment, including but not limited to recruitment, hiring, training and development, promotion, termination, compensation, and benefits. 

Salary : $141,000 - $157,000