Meeting Manager, TEAM

2 months ago

Mechanicsburg, United States Pennsylvania Medical Society Full time

Job Type

Full-time

Description

POSITION SUMMARY:

This position works as part of a team of meeting managers to handle all of the meeting management (virtual and in-person) needs of the TEAM client organizations. This position is responsible for all aspects of association meeting planning and event coordination, ensuring that ongoing and new meetings requested by clients are professionally managed and clients are satisfied with the department's meeting services. This position will also coordinate with client Executive Directors.

Requirements

QUALIFICATIONS: Required Skill/Education/Knowledge:

  • 3 to 5 years of meeting planning experience, Medical meeting experience with CME process and management a plus
  • Bachelor's Degree preferred
  • Knowledge of industry standards and practices
  • Interpersonal skills
  • Well-developed verbal and written communication and negotiation skills
  • Ability to handle multiple priorities
  • Skilled in Microsoft Office Products including TEAM, Outlook, Word, PowerPoint and Advanced Excel
  • Ability to follow and maintain budgets
  • Ability to work in a deadline oriented, high pressure environment
  • Valid State Issued Driver's License
SPECIAL REQUIREMENTS:

This position requires the ability to communicate with and work cooperatively with many different individuals, both internally and externally, and the ability to adjust to constant change. High incidence of after-hours and weekend meetings; heavy work schedule during Spring/Fall meeting season, which includes statewide, national, or international travel.

ESSENTIAL DUTIES:

  1. Serve as liaison between Executive Directors, Association Coordinators, Program Chair, Board, faculty/speakers, meeting facility (usually hotels), exhibitors, and attendees to assure that all aspects of the meeting are successfully coordinated.
  2. Management of the site selection process which may include the development of RFP's, completing site comparisons, and analyzing proposals. Makes recommendations to the Program Chair and Board for the meeting dates and sites.
  3. Negotiate the procurement and contract process by identifying vendors, products and services, and contract terms with meeting facilities to assure that client organizations are receiving the most favorable terms and prices possible; this includes the identification of outside contractors such as audio visual and production companies, drayage and decorating services, air and ground transportation, destination management companies, virtual and hybrid meeting technologies, etc.
  4. Coordinate with TEAM marketing department for pre-meeting publicity, which may include securing mailing lists, preparing advance postcards, advertisements and journal notices, meeting registration brochures, and electronic notices.
  5. Develop and/or coordinate with outside vendors and TEAM marketing department for meeting websites and meeting applications.
  6. Create and adhere to detailed timelines to ensure that all aspects of the meeting proceed in a timely manner.
  7. Identify problematic situations which may arise during the meeting planning process, including deviations from the timeline, and call them to the attention of the Executive Director and/or Program Chair, as appropriate.
  8. Coordinate with TEAM marketing department for corporate financial support with exhibitor and sponsorship opportunities.
  9. Plan and coordinate all special events which occur in conjunction with the meeting, including receptions, banquets, award presentations, golf or tennis tournaments, spouse/child events, tours, etc.
  10. Procure, manage, and coordinate with internal departments for educational grants and sponsorships, completing applications, reviewing agreements, adhering to restrictions within funding agreements, preparing detailed revenue/expense budget for each educational grant, reporting back to the grantor and others regarding the use of those funds.
  11. Coordinate registration for the meeting and optional events.
  12. Be well versed in virtual and hybrid meeting platforms.
  13. Act as primary liaison with meeting facility and personnel to assure details of their participation, including arrival/departure times, confirmation of honorarium, travel and lodging arrangements, AV needs, securing necessary CE forms, post-meeting thank you letters, etc., are in place.
  14. Oversee all on-site management, from planning to wrap-up, by maintaining a physical presence for the duration of the event; identifying and solving all problems which may occur during the meeting.
  15. Prepare detailed revenue/expense budget for meeting, assure adherence to budget, process and track all expenses and revenue, prepare post-meeting financial report for Executive Director and Board review. Budgets range from hundreds of dollars to hundreds of thousands of dollars.
  16. Secure CE credits as necessary, to include maintaining familiarity with CE regulations, completing all paperwork, obtaining disclosure forms from faculty and vendors, resolving potential conflicts as needed, and developing evaluation forms, etc.
  17. Interact with meeting management team to share ideas, identify solutions to problems, keep up with developments in the profession, and offer support and assistance to ensure that client meeting needs are being met.
  18. Work cooperatively with the team of meeting managers, assisting each other as necessary during peak periods.
  19. Model company culture by advocating with a supportive attitude, educating people while respecting them and their ideas, and navigating using active listening skills.


ADDITIONAL DUTIES MAY INCLUDE:

Assist with coordination of other TEAM and PAMED initiatives, as well as other duties that may be requested or assigned.

PHYSICAL ACTIVITIES

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Frequent standing, walking, pushing carts, bending, stooping, squatting, and climbing ladders or stairs. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as: inspection of machinery, viewing a computer terminal, and extensive reading. Hearing and speech to communicate in person. Exerting up to 60 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
  • Operation of a motor vehicle, occasionally


This PDQ accurately reflects the duties, qualifications and other requirements of this position.

REVISION DATE: 03/31/2023

EOE - It is the policy of PAMED to ensure equal employment opportunity without discrimination or harassment based on race, color, religion, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, age, disability, marital status, veteran status, citizenship, genetic information, possession of a General Educational Development certificate as opposed to a high school diploma, or any other characteristic protected by applicable federal, state or local law. This commitment applies, but is not limited, to decisions made with respect to hiring, placement, compensation, benefits, promotions, demotions, transfers, terminations, layoffs, return from layoffs, administration of benefits, and all other terms and conditions of employment.

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