Meeting Manager

Meeting Manager (Event Planner) AH & Association Headquarters is seeking a highly motivated, detail-oriented Meeting Manager with extensive experience in planning, coordinating, and executing all activities related to meetings, special events, and board/committee meetings. The role handles hotel selection, budgeting, contract negotiations, audiovisual, travel, and registration for meetings up to 1000 participants. APPLICATION INSTRUCTIONS Submit an online application with an updated resume. All fields are required. Our Hiring Promise: your application will be reviewed by a human. We do not use AI to screen candidates. Essential Duties And Responsibilities Prepare draft budgets based on venue costs, schedule, and historical data. Assist meeting committees with budgeting and planning, providing data and recommendations. Maintain a meeting preparation calendar, tracking tasks, responsibilities, and deadlines. Meet deadlines on individual meeting planning timelines. Initiate the bid process: send RFPs, finalize contracts for audiovisual, exhibition, transport, photography, and off‑site venues. Prepare comprehensive post‑meeting reports on hotel data, income, expenses, and lessons learned. Respond to member requests for meeting information, sponsorship, exhibits, and membership activities. Primary contact for meeting venues during planning and on‑site management. Work closely with volunteer planning committees and speakers. Manage the online proposal system and facilitate its use by the program selection committee. Coordinate speaker communications and schedule sessions in contracted meeting space. Track and communicate program and speaker changes. Promotion Assist meeting chairs in developing promotional plans using advice and research. Facilitate creation and distribution of promotional meeting publications. Arrange distribution and 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 oversight. Manage meetings and events on‑site. Plan menus, room sets, and audiovisual. Coordinate exhibits, partnering, and sponsorship programs with the Industry Relations department. Plan on‑site flow (registration, signage, breakouts, etc.). Create comprehensive staging guides. Oversee on‑site operations, including coordination of volunteers and staff. Serve as liaison with hotel contacts to ensure a quality experience for all attendees. Work closely with Meeting Chair and Arrangements Chair on logistics. Identify ways to improve meeting delivery per professional best practices. Administrative Monitor meeting budgets and update leadership on significant variances. Assist committees with budgeting and planning using historical data. Direct Meeting Coordinator on: Providing timely, accurate status reports. Managing registrations for all meetings and events. Ensuring the website is current and accurate. Follow and update the meetings manual. What You’ll Bring to the Table – Education, Experience, and Required Proficiencies 2–4 years of association and meeting planning experience. Bachelor’s degree (or equivalent experience). CMP preferred. What We Offer – Employee Company Benefits Hybrid / Flexible work schedules available. Company benefits after required employment length. Paid Time Off accrual and paid holidays. Training and development opportunities. What Sets Us Apart Named Best Place to Work by Philadelphia Business Journal 9 times. Industry Leader – most credentialed AMC and first AMC to be Customer Service Certified. Who is AH? AH is a professional services firm that helps non‑profit organizations achieve their mission, create value, and advance their causes, industries, and professions. The company has four main divisions: Association Management Company, Marketing & Communications Agency (MarCom), Meetings & Events Management Team, and a division focused on custom solutions (strategic planning, website builds, database integrations, accounting services, recruitment, credentialing, public affairs, lobbying, and revenue growth). Our Diversity, Equity, & Inclusion Statement Association Headquarters is committed to creating a diverse environment and is an equal‑opportunity employer. All qualified applicants receive consideration without regard to race, creed, color, national origin, nationality, ethnicity, ancestry, age, sex (including pregnancy), family status, marital/civil union status, religion, domestic partnership status, sexual orientation, gender identity and expression, atypical hereditary trait, genetic information, military service liability, mental or physical disability, language, national origin, political affiliation, socio‑economic status, and other characteristics that make employees unique. For more information, visit associationheadquarters.com. Salary: $60,000 – $65,000 per year #J-18808-Ljbffr