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Meetings Manager

4 months ago

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The American Association of Neurological Surgeons (AANS) is seeking a Meetings Manager that supports the administration and logistical operations of the AANS Annual Scientific Meeting, educational courses and committee meetings of the American Association of Neurological Surgeons (AANS), Neurosurgery Research and Education Foundation (NREF), and NeuroPoint Alliance (NPA).


Under the supervision of the Senior Director Event Strategy, the Meetings Manager will manage the logistical planning, implementation and post follow-up of the AANS Annual Scientific Meeting events at the Headquarter Hotel and the AANS official housing blocks; AANS events held at the annual meeting of the Congress of Neurological Surgeons (CNS); Internal and External Committee and Board of Director meetings and other events as assigned. Serving as the primary liaison to internal staff teams, vendors and external stakeholders, this position is responsible for the coordination and on-site management of personnel supporting the execution of a meeting. A qualified candidate will support projects that are comprised the Association (AANS), the Foundation (NREF) and the data registry arms (NPA). This job operates in a flexible work arrangement with an expectation to be onsite at least 2 days a week.


JOB FUNCTIONS:

• Supports logistical development, implementation and follow-up of the AANS, NREF, and NPA (virtual and in-person) in coordination with the Senior Meetings Manager by leading, coordinating and executing logistics and operational details for multiple meetings including, but not limited to, requests for proposal, contract negotiations, registration, housing, catering, social events, audiovisual, signage, bill reconciliation and post-meeting reports.


• Manages vendors and collaborates with contracted venues to ensure that all event aspects are addressed, and issues are resolved promptly.


• Supports with providing and proofing logistics copy for inclusion within meeting materials, e.g., Registration Brochure, Quick Planner, Meeting App, etc. Manages and supports the execution of marketing strategies in coordination with Marketing and Education Department staff as appropriate.


• Assists with the development of annual budgets and routinely monitors budgets of assigned areas and programs. Works to ensure that programs fall within budgeted expense goals.


• Routinely provides status reports on meeting preparation and pertinent details to ensure all key stakeholders remain informed.


• Travels to and provides on-site staff support for the AANS Annual Scientific Meeting, and other committee/educational events when needed.


• Develops and maintains organized, cohesive records of activities for each meeting, including summary reports for senior management.


• Participates in other daily administrative and support functions, including responding to telephone calls, emails and other general administrative tasks.


• Perform other job-related duties, as assigned by management.


QUALIFICATIONS:

• College degree required. CMP designation or equivalent certification preferred.


• Minimum of 3-5 years of meeting planning experience required. Previous medical association and/or hotel convention services experience preferred.


• Demonstrated ability to collaborate and communicate effectively across all levels of the organization as well as with external stakeholders.


• Strong project management skills with attention to detail including the ability to coordinate workflow, determine priorities, meet deadlines and effectively balance competing demands.


• Competence in budgeting and financial management. Fundamental commitment to meeting budget projections.


• Must be able to maintain composure and work calmly and effectively in high stress situations.


• Excellent written, oral and interpersonal commination skills with the proven ability to prepare quality documentation.


• Proficient in Microsoft Office, specifically Outlook, Word, Excel and PowerPoint required. Experience with database software preferred.