Manager of Meetings

1 week ago

Sacramento, United States LeadingAge California Full time

Urgently Hiring

This is a temporary position that starts ASAP and ends in June 2025.


The Manager of Meetings & Events is responsible for coordinating details of each conference, meeting and event, ensuring the efficient and seamless completion of all aspects of meeting design, management and logistics. The position requires a degree of organizational skills and excellent time management as well as close attention to detail.


ESSENTIAL DUTIES:

  • Oversees and facilitates all aspects of meeting planning from site selection, vendor negotiation, event registration, marketing, onsite staffing and post-event reporting
  • Assists with the management of contracts, speaker bios, session descriptions, handouts and RFPs
  • Assists with the association’s leadership development program, EMERGE
  • Oversees creation of marketing and communication plans for events via email, web and print
  • Coordinates creation of event brochures, publications and marketing materials
  • Manages hotel BEOs, budgets, reconciliation of meeting invoices at the conclusion of meeting, and coordinates preparation for payment
  • Oversees meeting preparation, supplies ordering and packing/shipping of event materials
  • Coordinates travel, lodging and expenses for participants/speakers as needed
  • Builds and maintains strong relationships with business partners, sponsors and exhibitors
  • Manages exhibit sales and exhibit hall, secures sponsors for conferences and special events
  • Secures sponsors for conferences and special events
  • Performs a variety of administrative functions related to meetings and events, including database management duties, and close coordination with finance staff on related billing and accounting matters
  • Tracks expenses for event budget reconciliation and assures accuracy for billing and accounting purposes
  • Creates and analyzes online evaluations and prepare post-event reports
  • Performs other duties as may be assigned by the Vice President of Education, Chief Education & Marketing Officer and/or CEO


REQUIRED COMPETENCIES:

  • Strong time-management and interpersonal skills with an emphasis on customer service
  • Strong oral and written communication skills to interact effectively with staff, members, outside organizations and suppliers; and,
  • Excellent computer skills (Microsoft Office Suite, Basic HTML, Association Membership System, exhibit management systems, such as EXPOCAD and ClearVantage)


PREFERRED EDUCATION AND EXPERIENCE:

  • Three (3) years association meeting planner experience
  • Minimum AA degree required; Bachelor’s degree preferred
  • Certified Meeting Professional (CMP) preferred


WORKING CONDITIONS: General office working conditions. Frequent travel required. This job description does not list all duties of the job. You may be asked by your supervisors or managers to perform other duties. You will be evaluated in part based on your performance of the tasks listed in this job description.

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