![American Academy of Child and Adolescent Psychiatry (AACAP)](https://media.trabajo.org/img/noimg.jpg)
Meetings Manager
2 months ago
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.
-
Meetings Manager
3 months ago
Washington, United States American Academy of Child and Adolescent Psychiatry (AACAP) Full timeTHE 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...
-
Meetings Program Manager
1 month ago
Washington, United States Bostrom Corporation Full timeJob DescriptionJob DescriptionAbout this job: Bostrom Meetings Program Manager If you thrive in a fast-paced environment where you get to problem solve, take initiative, and coordinate the many facets of event management, we want to talk to you! We are in need of a Meeting Program Manager to support the planning, development, and execution of conferences,...
-
Meetings and Events Manager
3 days ago
Washington, United States Hilton Garden Inn M Street DC Full timeOverview:Position: Meetings and Events ManagerAs a Meetings and Events Manager, you will be responsible for planning, soliciting, booking, and coordinating small group meetings and room sales to achieve and surpass revenue targets.Career Advancement OpportunitiesGroup Sales Manager, Director of Group Sales, Director of SalesKey ResponsibilitiesOversee all...
-
Meetings and Events Manager
2 weeks ago
Washington, United States Montage International Full timeLive Your Passion. Add Your Magic. At Montage International, we are doing something different, something exciting and it takes passionate people to bring our vision to life. We have built a culture that leads with the important notion we live by every day; do what you love. If this resonates with you, we look forward to receiving your application. We...
-
Executive Meetings Manager
1 week ago
Washington, United States Hilton Garden Inn M Street DC Full timeOverview: Opportunity: Executive Meetings Manager Plan, solicit, book and coordinate small group meetings and room sales to meet and exceed revenue goals. Potential Career Path Group Sales Manager Director of Group Sales Director of Sales Essential Job Functions Manage all phases of small meeting groups,under 20 rooms per night with meeting space...
-
Executive Meetings Manager
1 month ago
Washington, United States Hilton Garden Inn M Street DC Full timeOverview: Opportunity: Executive Meetings Manager Plan, solicit, book and coordinate small group meetings and room sales to meet and exceed revenue goals. Potential Career Path Group Sales Manager Director of Group Sales Director of Sales Essential Job Functions Manage all phases of small meeting groups,under 20 rooms per night with meeting space...
-
Executive Meetings Manager
4 weeks ago
Washington, United States Hilton Garden Inn Washington DCGeorgetown Full timeOverview Opportunity: Executive Meetings Manager Plan, solicit, book and coordinate small group meetings and room sales to meet and exceed revenue goals. Group Sales Manager Director of Group Sales Director of Sales Essential Job Functions Manage all phases of small meeting groups,under 20 rooms per night with meeting space includingcontracts, rooming...
-
Executive Meetings Manager
1 month ago
Washington, Washington, D.C., United States Hilton Garden Inn Washington DCGeorgetown Full timeOverviewOpportunity: Executive Meetings ManagerPlan, solicit, book and coordinate small group meetings and room sales to meet and exceed revenue goals.Group Sales Manager Director of Group Sales Director of SalesEssential Job FunctionsManage all phases of small meeting groups,under 20 rooms per night with meeting space includingcontracts, rooming lists,...
-
Executive Meeting Manager
3 days ago
Washington, United States HEI Hotels & Resorts Full timeAbout the RoleWe are seeking a highly motivated and experienced Catering Sales Professional to join our team at HEI Hotels & Resorts. As a key member of our sales team, you will be responsible for delivering exceptional results in Group and Event LEAD capture and closure.Key ResponsibilitiesManage Catering and Group Accounts: Develop and maintain strong...
-
Executive Meeting Manager
1 month ago
Washington, United States HEI Hospitality LLC Full timeAbout Us This 356-room colonial inspired yet contemporary hotel draws visitors, families, and locals alike for meals and meetings, overnights and nightcaps, seeing the city and governing the country. Our guests take sanctuary from the hustle and bustle of the city in the sophisticated guestrooms and select suites with extra space to spread out and all the...
-
Executive Meeting Manager
4 days ago
Washington, United States Chateau Elan Full timeOverview Deliver industry leading results in Group and Event LEAD capture and closure. Manage catering and Group accounts to achieve guest satisfaction and to solicit past and new business to ensure all revenue goals are achieved or exceeded. Responsible for soliciting new catering and Group sales accounts and maintaining relationships with existing accounts...
-
Executive Meeting Manager
4 days ago
Washington, United States Wyndham Hotels & Resorts Full timeOverview Deliver industry leading results in Group and Event LEAD capture and closure. Manage catering and Group accounts to achieve guest satisfaction and to solicit past and new business to ensure all revenue goals are achieved or exceeded. Responsible for soliciting new catering and Group sales accounts and maintaining relationships with existing accounts...
-
Executive Meeting Manager
3 weeks ago
Washington, United States Beacon Hotel and Corporate Quarters Full timeOverview Deliver industry leading results in Group and Event LEAD capture and closure. Manage catering and Group accounts to achieve guest satisfaction and to solicit past and new business to ensure all revenue goals are acheived or exceeded. Responsible for soliciting new catering and Group sales accounts and maintaining relationships with existing accounts...
-
Executive Meeting Manager
4 days ago
Washington, United States Wyndham Hotels & Resorts Full timeOverviewDeliver industry leading results in Group and Event LEAD capture and closure. Manage catering and Group accounts to achieve guest satisfaction and to solicit past and new business to ensure all revenue goals are achieved or exceeded. Responsible for soliciting new catering and Group sales accounts and maintaining relationships with existing accounts...
-
Meeting and Event Manager
1 week ago
Washington, United States Council on Foreign Relations Full timePosition Overview:The Council on Foreign Relations is seeking an Event Operations Coordinator to join our dynamic team. This role is pivotal in ensuring the seamless execution of various events, from corporate meetings to rental functions, all held in our state-of-the-art facilities.Key Responsibilities:Oversee the planning, coordination, and management of...
-
Manager-Meeting and Event Planning
1 month ago
Washington, United States International City County Management Full timeJob DescriptionJob DescriptionWho We AreFounded more than a century ago, ICMA is the premier professional association for local government leaders, managers, staff, and stakeholders, serving more than 13,000 members globally. As a membership association, we provide research and knowledge resources, professional development and training, peer to peer...
-
Manager-Meeting and Event Planning
2 weeks ago
Washington, United States International City County Management Full timeWho We Are Founded more than a century ago, ICMA is the premier professional association for local government leaders, managers, staff, and stakeholders, serving more than 13,000 members globally. As a membership association, we provide research and knowledge resources, professional development and training, peer to peer engagement, and technical assistance....
-
Meeting Planner
1 month ago
Washington, United States Crowned Grace, Inc Full timeJob DescriptionJob DescriptionWe are seeking a Meeting Planner to join our team! You will be responsible for organizing important events from conception through completion. Based on conference and event management best practices, the meeting planner will implement an event planning and execution approach that aligns with the current strategic communications...
-
Meeting Planner
3 weeks ago
Washington, United States Randstad Full timeJunior Meeting Planner - 2-4 Month Contract - REMOTE but needs to be local to Washington DC or New York NYFULL TIME 830-530 M-FEssential Job Functions:Manages meeting logistics and on site operations of assigned projects. Committee meeting coordination of rooming list, menu development and banquet event orders, on-site management, budget reporting and post...
-
Meeting Planner
4 weeks ago
Washington, United States Randstad Full timeJunior Meeting Planner - 2-4 Month Contract - REMOTE but needs to be local to Washington DC or New York NYFULL TIME 830-530 M-FEssential Job Functions:Manages meeting logistics and on site operations of assigned projects. Committee meeting coordination of rooming list, menu development and banquet event orders, on-site management, budget reporting and post...