Conference Meeting Manager
4 weeks ago
Association Headquarters
is seeking a highly motivated and detailed oriented
Meeting Manager
that has extensive experience with planning Scientific, Medical, Trade, and Professional meetings. Knowledge of abstract submissions, continuing education, Trustees' meetings, educational courses, and other select membership programs. The Meeting Manager is responsible for organizing the program, logistics, and registration information for events, including meetings, education courses, and webinars. He/she works closely with volunteer planning committees, internal departments, venues, and vendors to meet the objectives of each meeting.
APPLICATION INSTRUCTIONS
To be considered for this position, the online application must be submitted, along with an updated resume. All applicable fields on the application are required.
Essential Duties and Responsibilities
Meeting Planning
Prepare draft budgets for meetings based on venue costs, event schedule, and historical performance
Assist meeting committees with budgeting and planning by providing historical data and recommendations
Compile and maintain a meeting preparation calendar for meeting committees and staff, showing tasks, responsibilities, and deadlines
Meet deadlines on individual meeting planning timeline
Initiate the bid process, send Request for Proposals and finalize contracts of all meeting contractors, including audiovisual, exhibition services, transportation, photography, and all off-site venues
Prepare comprehensive post-meeting reports on hotel data, income, and expenses, and quantitative and qualitative lessons learned. Provide relevant data for Meeting Chair's report to the Board
Respond to member requests for information on meetings, sponsorship, exhibits, partnering, and other membership activities
Primary contact for meeting venues in planning and on-site management of meetings and education programs
Work closely with volunteer planning committees and speakers
Manage online proposal system
Facilitate the use of the proposal system by the program selection committee
Coordinate speaker communications
Schedule sessions in contracted meeting space
Track and communicate program and speaker changes
Promotion
Assist meeting chairs in developing promotional plans by providing advice, historical data, and other research as necessary
Facilitate creation and distribution of promotional meeting publications
Arrange distribution and coordinate outreach to non-members
Perform other activities as required.
Meeting Execution
Coordinate vendor selection, communication, and contract oversight for AV, decorators, and other vendors
Coordinate off-site venue selection, contract negotiation, and contract oversight
Manage meetings and events on-site
Plan menus, room sets, and audiovisual
Work with the Industry Relations department to coordinate exhibits, partnering, and sponsorship programs
Plan flow on-site, including registration, signage, breakouts, etc.
Create comprehensive staging guides for each meeting and event
Oversee on-site meeting operations, including coordination of meeting volunteers and staff responsibilities. Serve as liaison with hotel contacts to ensure a quality experience for all meeting attendees
Work closely with Meeting Chair and Arrangements Chair to implement on-site and off-site logistics
Identify ways to improve meeting delivery consistent with professional meeting best practices
Administrative
Monitor meeting budgets and update meeting chair and executive management on significant budget variances.
Assist meeting committees with budgeting and planning by providing historical data and advice upon request
Direct Meeting Coordinator on:
Providing timely and accurate meeting status reports
Manage registrations for all meetings and events
Ensure the website is current and accurate for all meetings
Follow and update meetings manual
What You'll Bring to the Table - Education, Experience, and Required Proficiencies
- At least 10 years' related association and meeting planning experience
- Bachelor's degree (or equivalent experience)
- CMP preferred
What we offer - Employee Company Benefits
Hybrid / Flexible work schedules available
Medical, Dental, and Vision
Company paid basic life insurance, short-term, and long-term disability
Voluntary Life Insurance - Employee Paid
AFLAC available
Paid Time Off (PTO) accrual and Paid holidays
401k retirement plan available
On-site Fitness Center, open 24/7
Gym reimbursement program
Training and Development opportunities
What sets us apart
Named Best Place to Work by Philadelphia Business Journal 9 Times - based on a survey conducted of our employees
Industry Leader - Most credentialed AMC and the 1st AMC to be Customer Service Certified by the Customer Service Institute of America
Who is AH?
AH is a professional services firm that specializes in helping non-profit organizations achieve their mission, create value, and advance their causes, industries, and professions. We have four main divisions within AH - a full-service Association Management Company; a Marketing and Communications Agency (MarCom); a Meetings & Events Management Team; and a division that focuses on other custom solutions such as strategic planning, website builds, database integrations, accounting services, staff recruitment, credentialing management, public affairs and lobbying, and growing non-dues revenue.
Our Diversity, Equity, & Inclusion Statement
Association Headquarters is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to the following; race, creed, color, national origin, nationality, ethnicity, ancestry, age, sex (including pregnancy), family status, marital/civil union status, religion, domestic partnership status, affectional or sexual orientation, gender identity and expression, atypical hereditary cellular or blood trait, genetic information, liability for military service, and mental or physical disability (including perceived disability, and AIDS and HIV status), language, national origin, political affiliation, socio-economic status, and other characteristics that make our employees unique.
For more information, visit
associationheadquarters.com
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