Meeting Manager

HYBRID SCHEDULE AVAILABLE  Association Headquarters is seeking a highly motivated and detailed oriented Meeting Manager that has extensive experience with planning Scientific or Medical 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. 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, 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 use of the proposal system by 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 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  Education, Experience and Required Proficiencies  At least 10 years’ related association and meeting planning experience. Bachelor’s degree or equivalent experience.  CMP preferred.  In accordance with Association Headquarters' commitment to provide and maintain a workplace that is free of known and preventable hazards to safeguard the health of employees and their families, clients, and affiliates, all employees are required to receive the COVID-19 vaccination unless a reasonable accommodation is approved (i.e.: serious health risks or sincere religious beliefs). Such accommodations will be granted where they do not cause AH undue hardship or pose a direct threat to the health and safety of others.