Meeting Manager
2 weeks ago
Association Headquarters is seeking a highly motivated and detailed oriented Meeting Manager that has extensive experience with planning, coordinating and executing all activities related to meetings, special events, board and committee meetings, including hotel selection & accommodations, budget preparation, contract negotiations, audiovisual, and air/ground transportation for meetings of up to 1000 participants.
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.
APPLICATION INSTRUCTIONS
To be considered for this position, the online application must be submitted, along with an updated resume. All applicable fields on the application are required. Our Hiring Promise: Your application will be reviewed by a human. We don't use AI to screen, assess, or select candidates. Our commitment to a human-led process ensures every applicant is evaluated fairly and transparently.
Essential Duties and Responsibilities
Meeting Planning
Prepare draft budgets for meetings based on venue costs, event schedule, and historical performanceAssist meeting committees with budgeting and planning by providing historical data and recommendationsCompile and maintain a meeting preparation calendar for meeting committees and staff, showing tasks, responsibilities, and deadlinesMeet deadlines on individual meeting planning timelineInitiate the bid process, send Request for Proposals and finalize contracts of all meeting contractors, including audiovisual, exhibition services, transportation, photography, and all off-site venuesPrepare comprehensive post-meeting reports on hotel data, income, and expenses, and quantitative and qualitative lessons learned. Provide relevant data for Meeting Chair's report to the BoardRespond to member requests for information on meetings, sponsorship, exhibits, partnering, and other membership activitiesPrimary contact for meeting venues in planning and on-site management of meetings and education programsWork closely with volunteer planning committees and speakersManage online proposal systemFacilitate the use of the proposal system by the program selection committeeCoordinate speaker communicationsSchedule sessions in contracted meeting spaceTrack and communicate program and speaker changesPromotion
Assist meeting chairs in developing promotional plans by providing advice, historical data, and other research as necessaryFacilitate creation and distribution of promotional meeting publicationsArrange distribution and coordinate outreach to non-membersPerform other activities as required.Meeting Execution
Coordinate vendor selection, communication, and contract oversight for AV, decorators, and other vendorsCoordinate off-site venue selection, contract negotiation, and contract oversightManage meetings and events on-sitePlan menus, room sets, and audiovisualWork with the Industry Relations department to coordinate exhibits, partnering, and sponsorship programsPlan flow on-site, including registration, signage, breakouts, etc.Create comprehensive staging guides for each meeting and eventOversee 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 attendeesWork closely with Meeting Chair and Arrangements Chair to implement on-site and off-site logisticsIdentify ways to improve meeting delivery consistent with professional meeting best practicesAdministrative
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 requestDirect Meeting Coordinator on:Providing timely and accurate meeting status reportsManage registrations for all meetings and eventsEnsure the website is current and accurate for all meetingsFollow and update meetings manualWhat You'll Bring to the Table - Education, Experience, and Required Proficiencies
- At least 2-4 years' related association and meeting planning experience
- Bachelor's degree (or equivalent experience)
- CMP preferred
What we offer - Employee Company Benefits
Hybrid / Flexible work schedules availableCompany benefits after required employment length of servicePaid Time Off (PTO) accrual and Paid holidaysTraining and Development opportunitiesWhat sets us apart
Named Best Place to Work by Philadelphia Business Journal 9 Times - based on a survey conducted of our employeesIndustry Leader - Most credentialed AMC and the 1st AMC to be Customer Service Certified by the Customer Service Institute of AmericaWho is AH?
AH is a professional services firm that specializes in helping non-profit organizations achieve their mission, create value, and advance their causes, industries, and professions. We have four main divisions within AH - a full-service Association Management Company; a Marketing and Communications Agency (MarCom); a Meetings & Events Management Team; and a division that focuses on other custom solutions such as strategic planning, website builds, database integrations, accounting services, staff recruitment, credentialing management, public affairs and lobbying, and growing non-dues revenue.
Our Diversity, Equity, & Inclusion Statement
Association Headquarters is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to the following; race, creed, color, national origin, nationality, ethnicity, ancestry, age, sex (including pregnancy), family status, marital/civil union status, religion, domestic partnership status, affectional or sexual orientation, gender identity and expression, atypical hereditary cellular or blood trait, genetic information, liability for military service, and mental or physical disability (including perceived disability, and AIDS and HIV status), language, national origin, political affiliation, socio-economic status, and other characteristics that make our employees unique.
For more information, visit , connect with AH on Facebook on YouTube and follow on Twitter.
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