Meetings and Events Manager

1 month ago

Des Plaines, United States American Orthopaedic Association Full time

 

Job Description:         Meetings & Events Manager

 

Reports to:                  Deputy Executive Director

 

Position Summary:     Manage overall project and logistical planning to deliver high quality annual meetings, committee meetings, board meetings, and educational programs.  This individual is the main contact for all travel related activities and manages oversight of vendor contracting for all meeting related activities including but not limited to facility/venue, AV, and transportation contracts for AOA programming.

 

The AOA seeks an individual from the Chicagoland area who thrives in a fast-paced, high volume work environment. The successful professional can work collaboratively with a diverse group of team members to lead and create cross-organizational, integrated strategies for project completion.

 

 

Primary duties and responsibilities include, but are not limited to:

 

  • Committee Support
    • Provides strategic leadership to and oversees the efficient operation of the Program and Abstract Review Taskforces.
    • Develops agendas, supporting materials, and minutes for Program Planning Workgroup Guides committee/taskforce discussions to ensure organizational goals/objectives are achieved as it pertains to Annual Meeting registration and program logistics.
    • Provides overall logistical management for all committee meetings including registration, venue selection, food, and beverage management, and contracting.

 

  • Meeting Management – Annual Meeting and/or Other AOA Educational/Committee Meetings
    • Plan, produce, manage, promote, execute and evaluate AOA’s annual meeting:
  • Works closely with program chair to develop meeting schedule.
  • Manages, directs, and supervises Annual Meeting temporary help.
  • Responsible for overseeing abstract management/disclosure/licensing processes, mobile app information/upload, audience response questions/summaries, and overall meeting evaluations. Communicates meeting information to pertinent parties.
  • Works with travel agent to negotiate group meeting contracts with airlines and rental car companies.
  • Solicits RFPs and manages overall proposal through recommendation process for future meeting locations.
  • Prepares overall staff schedule to ensure appropriate coverage aligns with budgetary parameters.
  • Solicits, evaluates, and communicates to senior management best practices, efficiencies and trends regarding hybrid/in person and remote association meetings.
    • Communicates and negotiates all meeting specifications with hotels/convention centers and vendors. Develops supporting materials for onsite staff management.
    • Negotiates and executes contracts with convention centers, hotels, AV vendors, DMCs/tour companies, and other meeting vendors for Annual Meeting and other meetings/sessions as needed. Oversees the management and administration of housing blocks.
    • Conducts site inspections for meeting locations and manages the site decision-making process.
    • Manages registration for all AOA meetings and events. Monitors registrations and tracks enrollment trends for all meetings. Organizes pre- and onsite registration; trains necessary staff and provides supporting materials to facilitate onsite management.
    • Works closely with current president and significant other as well as English speaking international presidents on related activities. Serves as staff lead for coordination of president international travel.

 

  • Financial Accountability and Administrative Management
    • Budget development, cost management, and financial reconciliation.
    • Develop and recommend travel policy and monitor compliance with it, including expense report processing.
    • Regularly evaluate official travel agency to ensure AOA goals/objectives are met.
    • Responsible for file management, budget development and fiscal management of areas of defined responsibility.
    • Sources best practices/updated meeting planner contract clause information to include in AOA event contracts.
  • Establish and maintain updated policies and procedures related to duties.
  • Understands, communicates and advances overall AOA strategic objectives.
  • Performs special assignments as determined by Executive Management.

 

  • Responsible for Cross Departmental Integration of Program Components
    • Works extensively with other members of staff to ensure logistical needs are met for successful delivery of AOA educational programs.

 

About AOA:

The American Orthopaedic Association is based in Rosemont, IL.  Employees of the American Orthopaedic Association enjoy generous benefits, including:

 

  • Medical, dental, life insurance, and long-term disability plans for full time employees
  • 2020/2021 Employer-sponsored Retirement Plans
    • Employer contribution of 10% of salary to each Employee’s retirement plan
    • Employee option/ability to make additional retirement contributions, before tax, up to federal limits
  • Generous PTO policy
  • 2 days per week remote work option
  • Summer hours and flexible work hours
  • AOA employees have annual opportunities to expand their skill sets in the not-for-profit association management arena and participate in continuing education, with opportunities for promotion and advancement.

Knowledge, Skills and Abilities:  the specific minimum competencies required for job performance

 

Education:                   Minimum of a bachelor’s degree. CMP preferred.

                                               

Experience:                  Minimum of 6-8 years’ experience in meeting management, with a minimum of two years in the not-for-profit professional associations.  Healthcare association and CME experience desired.

 

Specific Skills:              Good verbal, written, and visual communicator with the ability to build and maintain relationships with volunteers, staff, vendors, and funders.

 

Ability to read, analyze, interpret, and act on reports and metrics.

 

Demonstrated project management skills and fiscal responsibility for multiple projects required. Must have strong organization, prioritization, and time management skills and ability to coordinate a high volume of details and a variety of projects.

 

Committee management/leadership skills required. Past experience working with Board of Directors and Committee chairs required.

 

Excellent customer service, problem-solving and interpersonal skills with ability to work independently as well as part of a team are expected.

Strong negotiation and contracting skills a must with ability to leverage relationships with National Sales Office Representatives required.

 

Extensive experience in Microsoft Office tools (Word, Access, Excel) and association membership database management

 

Willingness to work extra hours during high periods to meet deadlines.

 

Working Conditions/ Travel: 

Out-of-town travel:   Approximately 15-20 days per year.

Required in-town weekend meetings:   Approximately five days per year.
Evening conference calls:   Approximately 15-20 evening conference calls each year related to AOA  Annual Meeting content and Traveling Fellowship management and selection . 

PandoLogic. Category:Hospitality & Tourism, Keywords:Meeting and Convention Manager, Location:Des Plaines, IL-60018

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