Meetings Manager

THE OPPORTUNITY:

The American Academy of Child and Adolescent Psychiatry (AACAP) Meetings Department plans meetings to educate its members and other physicians, including the Annual Meeting (4,000+ attendees with a virtual component and 90 exhibitors), the Pediatric Psychopharmacology Update Institute (750+ attendees), the Hansen Annual Update Course (200 attendees), and the Legislative Conference (200 attendees), in addition to 40 small committee meetings (20 or fewer attendees).

The Meetings Manager works with the Deputy Director of Meetings, Assistant Director of Exhibits and Special Events, and Meetings Coordinator to negotiate, plan, coordinate, and manage onsite logistics for these events and has direct responsibility for the virtual portion of the Annual Meeting and other Annual Meeting projects. This position is also responsible for 2 of the mid-sized meetings and some committee meetings.

The Meetings Manager has excellent project management skills and experience planning both in-person and virtual events. This position requires an individual that can stay cool under pressure, all while keeping up with correspondence and meeting deadlines.

PERFORMANCE OBJECTIVES:

• Continuous contact with AACAP members and a variety of suppliers, including hotels, convention bureaus, tour companies, AV companies, caterers, entertainers, etc., regarding numerous aspects of preparation for AACAP’s Annual Meetings.
• Responsible for all aspects of AACAP’s CAP@Home Virtual Annual Meeting program, including: Institute Notebook review and preparation; managing vendor contracted to pre-record up to 60 videos; working with The Conference Exchange to set up virtual components of the Annual Meeting website; ensuring virtual event AV setup is cost-effective yet reliable; managing virtual content collection, scripting, and speaker preparation; leading customer service for virtual attendees; and managing all virtual sessions live during the Annual Meeting.
• Planning and execution of AACAP’s Pediatric Psychopharmacology Update Institute and Legislative Conference, including contract negotiation, logistical budgeting and planning, educational material creation/editing, marketing, onsite management, bill reconciliation, and post-event reporting.
• Serves as backup to the Meetings Coordinator for departmental administrative responsibilities, including answering meetings email inbox and the meetings phone line.
• Works with the Deputy Director of Meetings and Chief of Learning and Strategic Initiatives to support AACAP’s Program Committee and the Institutes Subcommittee.
• Oversees AACAP’s Annual Meeting Wellness Program, including coordination of yoga, meditation, runs, walks, bikes, and other activities that vary from year to year.
• Serves as an administrative liaison to the Art Committee requiring clear written and oral communication with committee members, production of detailed committee meeting minutes, communication of action items to staff, and active meeting and/or conference call participation.
• Execution of the Art Show during the Annual Meeting.
• Plans smaller committee meetings, including identifying and contracting with hotels, placing orders with outside vendors, and maintaining travel requirements for attendees.
• Plans and executes AACAP’s Welcome Reception and/or another major special events, as determined, during the Annual Meeting for approximately 2,000 attendees.
• Always ready to jump in and help with other duties as assigned.

REQUIRED SKILLS AND EXPERIENCE:

• Positive, hard-working attitude.
• Self-driven, confident with high standards of quality.
• Exceptional project management and customer service skills.
• Empathetic, open-minded, and inclusive.
• Advanced knowledge of how hotels function, meeting room arrangements/set-ups, food and beverage, when and how to obtain supplier services such as audiovisual, shipping, etc.
• Strong budgeting skills with the ability to fairly and firmly negotiate with vendors.
• Excellent computer and Office 365 skills. Experience with iMis, The Conference Exchange, Photoshop, InDesign, and/or Adobe Acrobat Pro a plus.
• Excellent oral, written, and interpersonal communication skills, with special attention to an understanding of written contracts and agreements, writing promotional copy, and detailed editing of educational publications and PowerPoints.
• Must be organized, detail-oriented, and able to consistently meet deadlines. Able to manage multiple tasks in a fast-paced environment and possess excellent time management and prioritization skills.
• Experience producing virtual events from start to finish including program development, audio visual logistics, marketing, and execution.
• Ability to problem-solve and make on-the-spot decisions.
• Ability to professionally represent the association.
• Scientifically inclined a plus. A willingness and enthusiasm to learn about the field of children’s mental health is essential.

QUALIFICATIONS:

• Bachelor’s Degree required, preferably in hospitality, marketing, education, or communications.
• CMP and/or CEM preferred, but not required.
• Digital Event Strategist (DES) a plus.
• Demonstrated superior customer service.
• Minimum five years meeting planning and/or special events planning experience required. Nonprofit association and medical/scientific association experience a plus.
• Publications and/or marketing experience preferred.
• Must be able to travel an aggregate of approximately 3 weeks per year, including some weekends. Must be physically able to set up for meetings, carrying and moving items such as signs, platters, drinks, small AV equipment, etc.

To apply, please submit a cover letter and current resume (Microsoft Word® format preferred). The cover letter should outline how your experience fits the requirements of the position as this will be an important factor in considering your candidacy. Must be willing to commute to the DC office 2-3 days per week.

The American Academy of Child & Adolescent Psychiatry (AACAP) is a professional association of child and adolescent psychiatrists who are committed to AACAP’s mission to promote the healthy development of children, adolescents, and families through advocacy, education, and research. AACAP’s volunteer leaders and staff administer programs and benefits designed to meet the professional needs of these practitioners throughout their careers. The Academy provides continuing medical education and certification opportunities through its Pathways online learning portal as well as its in-person workshops and meetings. AACAP publishes practice guidelines as well as its publications, including the Journal of the American Academy of Child & Adolescent Psychiatry (JAACAP), JAACAP Open, AACAP News, and the Owl Newsletter. AACAP supports research and training fellowships in the field of child and adolescent psychiatry through federal and non-federal grants. In addition to the Washington DC based 501(c)(3), AACAP operates a 501(c)(6), and the AACAP-PAC.

AACAP provides equal employment opportunities to employees and applicants for employment without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity, gender expression, disability, or status in any group protected by applicable federal, state, or local laws. We are dedicated to creating and maintaining a workplace in which all employees have an opportunity to participate and contribute to the success of the organization based on their unique capabilities, talent, life experiences, and self-expression.