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Meetings Manager
2 months ago
The Meetings Manager is responsible for managing various aspects of logistics for conferences, meetings, educational programs, and webinars produced by AAAE, including federal government business awarded to AAAE as a preferred government contractor. Responsible for managing and planning approximately 12 meetings per year, including assignments associated with the association’s annual conference.
The key function of this position includes all areas of meeting management. Significant areas of responsibilities include developing and sending out RFPs; complex contracting negotiations; logistic planning, budgeting, etc. This position has independent responsibility for multi-faceted meetings and projects that often overlap and require juggling multiple meetings simultaneously.
The position is accountable for a stringent budget in program spending and responsible for overall success of external meetings both logistically and financially. Post event payment, invoicing and financial reporting, marketing review, and registration database tracking and monitoring.
Primary duties and responsibilities:
- Locate meeting sites and negotiate all requisite contracts including hotels, special event venues, transportation, interpreters, audio visual equipment, restaurants, caterers, decorators, entertainment, etc.
- Complete RFPs, manage responses, select sites, and negotiate all requisite contracts to include hotel, audiovisual, transportation, venues, catering, etc.
- Work with all involved departments to develop and implement meetings.
- Manage conference budgets and projections, keeping track of revenue and expenses to meet budget requirements. Oversee reconciliations after meetings. Oversee master account of meetings to ensure costs are within budget parameters.
- Prepare meeting requirements and orders for F&B, room setup, AV, virtual needs, housing, exhibits, internet, signs, security, badges, transportation, offsite venues, etc.
- Work with key staff to coordinate sponsorship and marketing for meetings.
- Create and manage websites in HubSpot CMS and setting up registration pages in RiSE through iMIS.
- Organize and handle registration for meetings. Monitor registration and housing pick up and make adjustments to alleviate potential liabilities.
- Create badges, signs, and other paper products for meetings.
- Serve as primary contact for assigned meetings.
- Collaborate with staff liaisons responsible for the program and content. Communicate with speakers, attendees, exhibitors, and sponsors.
- Provide on-site staff support as needed at meetings.
- Organize ancillary meeting events.
- Maintain history of performance for all meetings.
- Position requires travel.
- Perform other related duties and assignments as required.
Education, prior work experience, and specialized skills and knowledge:
- Bachelor’s degree preferred.
- 5-7 years of experience in planning meetings.
- Self-motivated, able to take initiative, and work independently with minimal direction.
- Strong financial management and negotiation skills.
- Excellent customer service skills.
- Must be detail-oriented and highly organized with the ability to multi-task and thrives in a fast-paced environment.
- Proficient in Microsoft Office Suite, experience with iMIS and HubSpot preferred, and ease with learning new technology quickly.
- Ability to implement projects independently and work with various departments in a team environment.
- Able and willing to work flexible hours as needed; work hours may require some evenings, early mornings and/or weekends.
