The Manager of Meetings manages the successful implementation of AIHce, PSX, and other meetings by performing the duties below personally or through subordinate employees. When needed, they will stand in for the Managing Director, Global Meetings and Business Development.

Essential Duties and Responsibilities
Pre-Event Site Management
  • Conducts site visits for future events and collaborates with staff on final site decision.
  • Establishes relationships with local contacts prior to events
  • Researches, evaluates, and negotiates contracts including hotels, 3rd party partners, shuttle, health and wellness providers, and other suppliers.
  • Establishes and maintains relationships with preferred supplier partners.Manages vendor relationships including: registration/housing, general services contractor, audiovisual, health and wellness provider, ribbons, etc.
  • Develops and maintains current lists of available venues and services, and pricing options

Registration & Event Logistics
  • In collaboration with Manager, Expositions, oversees 3rd party registration/hotel provider (attendee side), ensuring registration policies and procedures are implemented and hotel blocks are properly managed. Work will include back-end data development, design consultation, testing, launch, and updates of systems.
  • In collaboration with Education department and the Coordinator, Meetings, oversees 3rd party meeting management system to produce formal event guides. Work will include back-end data development, design consultation, testing, launch, and updates of systems.
  • In collaboration with Manager, Expositions, oversees 3rd party general services contractor (excluding exhibit hall), ensuring timely turnaround for design ideas, signage, structures, shipping, and on-site production are implemented and properly managed.
  • In coordination with Managing Director, ensures events meet legal, safety, and health requirements and regulations; obtains necessary permits

On-Site Management
  • Provides on-site management to ensure all arrangements are executed properly including registration, hotel reservations, room sets, audiovisual, catering, transportation, signage, freight delivery and distribution, communication, participant flow, etc.
  • Manages on-site staff and resolves on-site issues.
  • Develops critiques on the facilities, supplier services, and provides general observations of the host location/community.
  • Engages with member volunteers on AIHce EXP Local Advisory Committee as well as volunteer leadership.

Budget & Planning Management
  • Leads core team (meetings, marketing, education, and sponsorship) of PSX staff responsible for day-to-day operations of conference.
  • Develops, inputs, trends, projects, and tracks budgets for PSX and assigned AIHce line items, preparing reports/analyses as necessary or requested.
  • Reviews progress and details leading up to the meeting. Collaborates with all departments holding functions at both meetings to ensure events are properly planned and produced. Produces conference resumes and events guides and reviews/edits/approves event orders from venues for accuracy.
  • Contributes copy for conference programs (advance and final), website, and, in collaboration with various teams, develops marketing and program collateral for various promotions.
  • Oversees bill reconciliation and approves invoices for payment in a timely fashion.
  • Maintains current knowledge of event planning standards and trends by attending seminars, consulting with other professionals, and reading trade publications.

Education & Experience
  • Bachelor’s degree with 5 years related experience preferred, or
  • CMP plus 7 years of directly applicable experience
  • Required:
    • Well versed in entire Office Suite, primarily Excel, Outlook, Word, PowerPoint
    • Thorough knowledge and understanding of legal regulations and best practices in event planning
  • Preferred:
    • CMP strongly preferred
    • Supervisory experience
    • At least 2 years’ work or volunteer experience in professional membership organization or association
To Truly Excel, You Will Have:
  • A focus on keeping projects and people organized and moving towards a common goal/deadline while also maintaining standards and best practices
  • Regularly utilize strong professional judgment while calling upon diplomatic skills (both internally and externally)
  • Be comfortable speaking in front of staff, members, volunteers, etc.
  • Strong customer service and interpersonal skills
  • Strong organizational skills, attention to detail, follow-through, and the ability to multi-task
  • Experience leading project teams
  • Be a quick learner who isn’t afraid of technology and quickly picks up new software and systems
  • Be able to work independently, manage groups of volunteers and co-workers, and establish/meet deadlines
Travel will be required for this position. Approximately 15% of time

This is a non-management position
This is a full time position

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