National Meetings Coordinator

1 week ago

Dallas, Texas, United States American Heart Association Full time

About the Role

The American Heart Association is seeking a highly skilled National Meetings and Events Manager to join our team. As a key member of our events team, you will be responsible for planning and executing high-profile meetings and events that align with our mission to build healthier lives.

Responsibilities

  • Manage all meeting logistics for assigned scientific and corporate meetings, including two-three annual scientific/corporate meetings.
  • Assist with on-site meeting management for Scientific Sessions.
  • Research and conduct site visits of potential meeting facilities to find the most appropriate location for meetings.
  • Negotiate and execute hotel and vendor contracts to secure the best deal for the American Heart Association.
  • Review meeting requirements, budget, and agenda with program staff to ensure all needs are met.
  • Communicate planning deadlines with program staff to ensure all deadlines are met.
  • Establish menus and other meeting specifications with staff to secure accurate details.
  • Prepare function forms for distribution to staff, hotel, and vendors to communicate needs.
  • Assist Affiliate Staff with site selections, contract negotiations, and assist with logistics as needed.
  • Verify, reconcile, and process hotel and vendor invoices with approval from program staff to ensure bills are paid on time.
  • Assume responsibility for additional meetings, conferences, and projects as needed.

Qualifications

  • Minimum of three (3) years of experience and/or training in convention planning, administration, management, or an equivalent combination of training and experience; Bachelor's degree preferred.
  • Minimum of three (3) years of experience with a convention bureau, hotel, or position with meeting planning responsibilities.
  • Knowledge of the principles and practices of meeting/convention planning and administration with a solid understanding of meeting planning technology.
  • Knowledge of MS Office (Word, Excel, Outlook, etc.) and basic accounting principles.
  • Strong organizational skills needed for multiple meetings management.
  • Strong interpersonal skills with all levels of American Heart Association staff and volunteer leadership.
  • Excellent oral and written communication skills.
  • Ability to keep detailed records for coordination of meetings and their history.
  • Ability to handle project time and workload efficiently.
  • Ability to negotiate contracts.
  • Ability to think logically and solve problems.
  • Ability to work in a team environment.
  • Must be able to travel overnight approximately 20-30% of the time. Some travel may be required to support large events throughout the year.
  • CMP certificate preferred.

About the American Heart Association

The American Heart Association is a relentless force for a world of longer, healthier lives. We're committed to ensuring our workforce, workplace culture, and mission have a shared impact across a diverse set of backgrounds. Our 2028 Goal is to build on over 100 years of trusted leadership in cardiovascular and brain health, driving breakthroughs and implementing proven solutions in science, policy, and care for healthier people and communities.

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