Conference & Meeting Planner

Overview The American College of Cardiology (ACC) is seeking a highly organized and detail-oriented Conference & Meeting Planner to join our team. This role supports the planning and execution of ACC's large-scale events, with a primary focus on the Annual Scientific Session, which welcomes 17,000–20,000 attendees each year. The ideal candidate will bring extensive experience in meeting planning, registration, and housing management for large conferences and thrive in a fast-paced, collaborative environment. You will manage all logistical aspects of internal and external meetings, from RFP development and site selection to onsite execution and post-event reconciliation. Major Duties and Responsibilities Serve as the subject matter expert for internal or external meeting and event logistics, providing guidance and education to stakeholders through the planning process. Partner with colleagues to understand meeting and event goals and requirements, delivering superior customer service as a logistics expert. Manage all logistical aspects of meetings and events in alignment with goals, specifications, and budget. Develop and manage timeline requirements, ensuring milestones are reached and communicating progress to the activity manager. Develop RFPs for site selection, review responses, document site recommendations with rationale, and negotiate contracts. Manage room setup and AV requirements, ensuring proper equipment and services are ordered and provided. Document and manage food and beverage requirements. Coordinate pre- and onsite management of registration directly or in collaboration with vendors. Establish and monitor hotel room blocks, coordinate reservations, and provide housing lists to hotels for member leadership, staff, faculty, vendors, etc. Arrange offsite events including setup, food and beverage, and transportation needs (e.g., faculty dinner, committee reception). Manage ground transportation requirements. Provide onsite management for all logistical details. Develop and maintain processes and documents to manage signage, including capturing text, costs, sizes, sign locations, and other details; oversee onsite placement of signage with venues. Oversee shipping to venues for meetings and events and manage return shipping processes. Set up onsite staff office, including room setup, supplies, and food & beverage requirements. Manage meeting budgets to specifications, including direct billing, invoicing, reconciliation, and coding of expenses. Required Qualifications Bachelor's degree 4+ years of experience in meeting planning and registration and housing management At least 2+ years of experience working in a team environment with internal and external constituencies Proven track record of successfully planning and executing large-scale, complex conferences and meetings with convention centers and multiple hotels Strong customer service skills with professional interaction with internal and external clients Experience planning the logistical aspects of meetings (hotels, venues, AV vendors, caterers, decor companies) Experience developing RFPs, sourcing venues and overnight rooms, negotiating contracts, and implementing contract agreements Strong interpersonal skills to collaborate with a broad range of stakeholders including medical professionals and executives Ability to organize complex projects, maintain high attention to detail, and deliver accurate work Ability to work in a fast-paced environment, managing multiple meetings and deadlines Ability to prioritize under tight timelines and solve problems with professionalism Collaborative and flexible in working with internal and external constituents Familiarity with developing and monitoring budgets and expenditures Excellent creative thinking and proactive problem-solving skills Strong oral and written communication skills to interface with stakeholders Superior organizational skills and attention to detail Knowledge of industry standards and guidelines related to meeting and event planning Excellent time management and ability to staff meetings Ability to work independently Willingness to periodically work outside standard hours to meet deadlines Ability to be onsite to support job responsibilities (approx. 15% of time annually; may require travel and up to one week at a time) Proficiency with Microsoft Office Suite (Teams, SharePoint, Word, Excel, Outlook) and Adobe Pro Desired Qualifications Knowledge of industry standards for medical meetings and events Experience with contract negotiations and implementation Experience using Salesforce Certified Meeting Planner (CMP) Certification About Us At the American College of Cardiology, we bring our hearts to work. We are a 500-person organization dedicated to transforming cardiovascular care and improving heart health for all for more than 75 years. We support our more than 60,000 members and their patients worldwide with a culture of teamwork, collaboration, professionalism and excellence. Learn more at www.acc.org/jobs. What We Offer ACC offers world-class benefits and a culture of work-life balance, including comprehensive insurance options, generous paid time off, holidays, parental leave, community service days, and a competitive retirement contribution. See our careers site for a full overview: https://www.acc.org/about-acc/jobs-at-the-acc. Salary information is discussed during the interview process and may vary by location. ACC is an equal opportunity employer and values diversity. All employment is decided based on qualifications, merit, and business need. ACC is committed to providing reasonable accommodations for qualified individuals with disabilities. For accommodations, contact Crystal Nott, Sr. Director, People Resources & Engagement, at cnott@acc.org or (202)375-6423. #J-18808-Ljbffr