Careers at CDA

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Administrator, Conferences & Speakers
Job Title: Administrator, Conferences & Speakers
Address: 1201 K Street Sacramento, California 95814        Map & Directions
Emp Type: Full Time
Required Education: High School
Years of Experience:  3
Travel: 25%
Start Date:

The California Dental Association (CDA) is an innovative membership-based organization that’s committed to the success of dental professionals in service to their patients and the public.

Founded nearly 150 years ago by a small group of dentists, CDA has grown to become the single largest membership in the American Dental Association and a constant trusted resource for California dentists. CDA supports 27,000 members through all stages of their careers by offering dedicated expertise and services, including cutting-edge education, tools for the business side of dentistry, legislative advocacy and access to dentist-focused insurance. 

Bring your best to CDA and enjoy generous pay plus a benefits package that includes medical/dental/vision, 22 days of vacation, 401(k) matching, profit sharing and education reimbursement. In addition, CDA offers with a robust employee wellness program, casual Fridays, and learning and leadership opportunities. To learn more about working at CDA, visit

Job Purpose 

Responsible for managing logistics for meetings and off-site functions and special events for CDA and subsidiaries and administration of speaker agreements for CDA Presents programs.  Responsible for the overall development and planning of CDA speakers’ bureau and conferences for volunteers, staff and related attendees. 


Essential competencies:

  • Relationship – Collaboration and Service
  • Adaptation – Flexibility and Facilitation
  • Communication – Approachability and Influence

Essential Functions – must be able to perform with or without a reasonable accommodation

  • Lead meeting logistics for external organizational meetings, seminars and conferences, including Leadership and regional trainings, House of Delegates, TDIC Risk Management seminars, Peer Review training workshops, and other organizational offsite meeting and events.  Includes working with internal departments to identify dates, locations and event goals to determine appropriate site selection, contract negotiation, room block and event specifications to meet objectives.
  • Obtain speaker information, determine speaker needs for equipment, supplies and program materials for CDA Presents meetings. Includes initial contact with speakers and ordering needed supplies from vendors.  Requires generation of reports to validate accuracy and completeness of information.  Work with vendor to prepare upload of speaker handouts for attendee use.  This also includes preparing reports and speaker biographies for the program.  Ensure consistency and accuracy of information to be used throughout all written and electronic meeting materials.
  • Lead work on AMS for board and speaker interactive process and administer speaker information.
  • Manage special events for the association in conjunction with CDA Presents and other association functions. This includes shuttle program, childcare program and logistics for Board of Trustees Dinners.  Includes review of contracts based on specifications, negotiating with vendors and facilities for rental, food and beverage and other related event needs.
  • Responsible for developing the CDA Speaker’s Bureau.  Identify potential speakers; coordinate with the CDA Presents Board of Managers to recommend and approve new speakers; and manage all Speaker Bureau speaker coordination, including working with the component on dates, seminar materials, speaker travel and function room set up. 
  • Manage hotel block for two CDA Presents meetings each year, including contract negotiation and recommendation of overall room block inventory to meet the needs of attendees but minimize risk.  Identify any trends that present risk of contract performance and negotiate with hotel to mitigate concerns.  Manage staff travel and housing to maximize comp room block and meet budget.
  • Preparation and tracking of contracts for submission to Legal and timely execution of vendor agreements.  Requires regular reports to VP on status of current contracts.
  • Manage programs at hotel site for CDA Presents meetings with over 40,000 combined attendees.  This includes working with speakers and staff, and providing direction and supervisory oversight to hotel, AV and other vendor staff.  Provide support for other education programs as necessary.
  • Collaborate with staff colleagues to effectively distribute tasks, timelines and project outcomes while incorporating overall department needs and workflow.
  • Provide back up for coordination of travel as needed. Perform other duties as assigned.
  • Requires exceptional organizational and follow through skills. 
  • Requires excellent interpersonal, verbal and written communication skills.
  • Must demonstrate diplomacy and tact while interacting with all levels within and outside of the organization. 
  • Must be able to perform job duties with little or no supervision, yet being able to recognize the need for supervisory assistance. 
  • Must be able to provide supervisory oversight during events to vendors and temporary staff. 
  • Requires computer skills, including the ability to operate Windows/Microsoft Office. 

Required Education, Licenses & Experience

High school diploma or GED required, with a minimum of 3-5 years travel and meeting planning experience; or the equivalent combination of education and experience.  Experience with all aspects of travel. 

Attached Document: Not Available
Date Posted: 7/26/2019

Company Information
Company Name: CDA
Health Insurance
Life Insurance
Dental Insurance
Tuition Reimbursement
Additional Contact Info:
Contact Email: