Meeting and Events Manager

8 hours ago

Dallas, United States The American Board of Obstetrics and Gynecology Full time
Job DescriptionJob Description

Department: Department of Organizational Performance

Reports To: Chief Operating Officer

Location: Dallas, Texas- ABOG National Center, up to 10% travel, Hybrid Work Eligible

FLSA Status: Exempt

Start Date: November 1, 2024

Summary: The Meeting and Events Manager leads our internal meeting planning team at the ABOG National Center for Certification and Continuing Education, located in the heart of Uptown Dallas. The manager will help host 30+ meetings and events per year and will interact with the volunteers who develop and administer certification to obstetricians and gynecologists. This position is responsible for the oversight and execution of all ABOG meetings and events, including developing budgets, planning all details, communicating to guests, and sourcing and selecting vendors (hotels, transportation, etc.).

Essential Duties and Responsibilities:

  • This role sets the strategy for events with meeting owner, executes those events, and reports on event results. Gathers information from meeting owner to inform budget, objective of meeting, and scope.
  • Responsible for event planning, managing events, and coordinating with relevant vendors.
  • Carefully monitors event happenings, troubleshoots any problems, and ensures everything runs smoothly and efficiently on the day of the event.
  • Working closely with the meeting owner, develops requests for proposals (RFPs) for hotels and other vendors, negotiates pricing, and starts contracting process before handing off to the Chief Operating Officer.
  • Prepare budgets and ensure compliance with budget for entire event. Maintain accurate records of all expenditures. Ensures that all expenses are accounted for and do not exceed the budget by creating and monitoring the budget for each event. Review bills and approve payments for internal accounting department.
  • In charge of hiring vendors after negotiating on behalf of the organization.
  • Source and book off-site dinners at restaurants or other venues.
  • Conduct site visits both locally and beyond DFW as needed.
  • Administer the company’s rideshare accounts (i.e., Uber, Lyft, etc.), send invites to employees and select volunteers to allow access.
  • Work closely with finance to administer the expense reimbursement software for guests and internal staff.
  • Evaluates event performance to foster continuous improvement.
  • Instructs facilities in a timely fashion about set up needs for internal meetings and events. Assists with portions of set up (i.e., putting out hospitality items in meeting rooms, verifying room layouts, etc.)
  • Serves as the primary contact for outside groups interested in facility use opportunities at the ABOG National Center.
  • Organizes all communications to guests including but not limited to, even registration, hotel reservations, flight, and transportation coordination, etc.
  • Provides hospitality services to guests while on site for meetings (i.e., makes reservations, coordinates transportation, etc.)
  • Actively observe guest reactions, talks with attendees, and checks in with guests to ensure an overall positive experience.
  • Reports facilities issues and concerns to internal facilities team in a timely fashion.
  • Develop a risk management plan for all events by identifying potential risks associated with the event and developing strategies to mitigate them.
  • Manages major event calendar for organization to ensure facility isn’t overbooked but is also being utilized consistently throughout the year.  Ensure maximum utilization of the National Center to achieve yearly facility use goals determined by the COO.
  • Develops innovative ideas for events by brainstorming event plans and concepts. Collaborates with internal staff events committee.
  • Ensures all health and safety regulations are adhered to during the event by monitoring compliance of all present.
  • When applicable, Manages the event's overall design by creating a visual concept, including decorations, lighting, and other design elements.
  • Ensures the audio-visual for the event runs smoothly by coordinating with IT and facilities as well as external A/V vendors when necessary.
  • Ensures that all parties fulfil their obligations according to the contract by managing the contracts with vendors and service providers.
  • Develops the post-evaluation report by evaluating the event's success and identifying areas for improvement.
  • Collaborate with internal communications team as needed.
  • Serves as an ambassador of the ABOG brand and culture to our volunteers and guests.
  • Other duties as assigned by the COO.

Skills and Qualifications

  • Candidates may be required to demonstrate proficiency in essential skills during the interview process.
  • Bachelor’s degree in a relevant field (i.e., Hospitality Management, Event Planning, or Business) preferred.
  • 5+ years of event management experience, preferably in a leadership role.
  • Outstanding people skills and a positive attitude.
  • Excellent Communication skills are required to effectively interact with vendors, service providers, attendees, and colleagues.
  • Exceptional time management, organizational, negotiation, and budget oversight skills. Strong attention to detail throughout the entire event and meeting planning process.   
  • Strong vendor management and relationship management skills.
  • Knowledge of event registration technology (C-Vent preferred) is required.
  • Ability to remain calm under stressful situations.
  • Proficient in Microsoft Office 365 applications.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this Job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand and walk. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

WORKING CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job in a typical office or administrative setting. The noise level in the work environment is usually low.

COMPENSATION: Salary commensurate with experience. Excellent benefits program including Health, Dental, Vision, Health Savings Account, employer-matching 401(k), Basic Life and AD&D insurance, and Long-Term Disability.

Company DescriptionThe American Board of Obstetrics and Gynecology is an independent, nonprofit organization that certifies obstetricians and gynecologists and related subspecialists in the United States. The American Board of Obstetrics and Gynecology ensures that board certified physicians attain and continuously maintain the highest professional standards in obstetrics, gynecology, and women's health.Company DescriptionThe American Board of Obstetrics and Gynecology is an independent, nonprofit organization that certifies obstetricians and gynecologists and related subspecialists in the United States. The American Board of Obstetrics and Gynecology ensures that board certified physicians attain and continuously maintain the highest professional standards in obstetrics, gynecology, and women's health.

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