Senior Meetings Manager

1 week ago

Chicago, Illinois, United States American Dental Hygienists' Association Full time
Job Overview

Location: Chicago, IL (Hybrid)

Compensation: $90K, based on qualifications

The American Dental Hygienists' Association (ADHA) is in search of a seasoned and driven Senior Manager, Meetings & Conventions to oversee comprehensive meeting planning operations. This role is essential for managing project logistics and financial aspects for various events, including the Annual Conference.

This full-time position is crucial in formulating and overseeing budgets for all designated events to ensure fiscal responsibility. Responsibilities include crafting RFPs and coordinating all phases of the planning process, which encompasses site selection, vendor relations, contract negotiations, marketing strategies, event registration, and onsite staffing.

ADHA, a non-profit organization representing over 220,000 registered dental hygienists and students, provides leadership, education, resources, and advocacy to its members. We are proud to offer a robust benefits package, including:

  • Medical Insurance through Blue Cross Blue Shield
  • Vision Insurance via VSP
  • Fully Employer-Paid Dental Insurance through MetLife
  • Hybrid work schedule (2 days/week in office)
  • Health and Dependent Care FSA Options
  • Generous Paid Time Off including 15 Vacation Days
  • Paid Holidays, Sick Days, and Personal Days

If you possess a passion for meeting organization, demonstrate strong problem-solving abilities, and thrive in a collaborative, dynamic environment, we would like to hear from you.

Position Summary:

Reporting to the Director of Meetings & Corporate Development, the Senior Manager, Meetings & Conventions will deliver operational and strategic oversight for departmental and organizational objectives, managing all facets of meeting planning. Additionally, this role will provide operational support for budgeting and the development of standard operating procedures while assisting volunteer leaders with strategic planning initiatives.

Key Responsibilities:
  • Develop and monitor operational plans, timelines, and contract management for the annual conference and other events.
  • Oversee contractual agreements for departmental functions, including venues, hotels, media suppliers, and other service providers.
  • Maintain professional relationships with service providers, ensuring high-functioning collaboration.
  • Manage the registration process, including system setup, form processing, payment collection, and reporting.
  • Coordinate logistics for the annual conference, including audio-visual needs and food & beverage arrangements.
  • Support corporate-sponsored programs to ensure alignment with program objectives.
  • Facilitate logistics for smaller meetings and functions.
  • Collaborate with the Education & Research department on survey evaluations.
  • Lead the Awards Committee, including scheduling meetings and managing award applications.
  • Create and maintain content for the annual conference website and mobile app.
  • Assist with the House of Delegates and policy changes.
  • Generate reports for the finance department.
  • Manage small regional meetings.
  • Serve as the primary contact for event sponsors and internal teams.
  • Source hotels, negotiate contracts, and manage meeting specifications.
  • Provide onsite support for both in-person and virtual meetings.
  • Coordinate with marketing to produce event materials and communications.
  • Compile post-event reports detailing registration, financials, and attendee feedback.
  • Support the implementation of strategic and operational plans.
  • Assist with membership recruitment and retention initiatives.
  • Perform other duties as assigned.
Qualifications:
  • Bachelor's degree or equivalent experience.
  • Preferred certifications: CMP, CMM, CEM, or similar.
  • 7+ years of proven experience in meeting/event management.
  • Experience in associations is preferred.
  • 2+ years of experience in people management.
  • Demonstrated expertise in meeting planning and project management.
  • Strong written and verbal communication skills.
  • Excellent organizational and analytical skills with attention to detail.
  • Proficiency in MS Office Suite, iMIS, Informz, and Cadmium.
  • Exceptional interpersonal skills with a focus on teamwork.
  • Willingness to work evenings and weekends as needed.
  • Ability to travel up to 15% of the time.

ADHA is an equal opportunity employer.

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