Associate Director, Meetings and Exhibits

About the role

The primary responsibility of this position is to work with the Senior Director and Director of Meetings and Exhibits to manage the development and execution of all conferences, workshops, and meetings of the American Association for Cancer Research. The primary role will be the oversight of all international meetings, including working with contracted third parties.

Responsibilities

• Oversee all aspects of event planning, including site selection, contract negotiations, registration, housing, food and beverage, audiovisual services, transportation, and onsite operations.
• Work with the Director and Senior Director to plan and execute the AACR Annual Meeting, Special Conferences, Board Meetings, Workshops, Committee Meetings, Think Tanks, and virtual/hybrid educational programs.
• Develop and manage meeting budgets. Monitor financial performance throughout the planning process. Identify opportunities to increase revenue and control expenses. Prepare financial reports and post-event reconciliations.
• Manage on-site logistics at AACR Annual Meeting, Special Conferences, Board Meetings, Workshops, Committee Meetings, Think Tanks, and virtual/hybrid educational programs, both international and domestic.
• Negotiate contracts with hotels, convention centers, vendors, and service providers. Perform site visits when necessary.
• Oversee the negotiation and contracting of third-party international relationships for international support.
• Act as primary contact for all international meeting relationships.
• Serve as staff liaison with the Senior Director and Director in developing agendas, materials, and meeting minutes, as well as working to develop annual goals and long-term strategies for meetings and conferences.
• Manage other functions pertaining to group activities as they arise; special events, banquets, and meetings not held in conjunction with the Annual Meeting, or other conferences.
• Lead, mentor, and develop the meetings team. Set performance expectations and support professional growth and train staff.

Requirements

• Ten years of meetings and/or exhibit management experience.
• Five years of experience as a senior-level meeting professional.
• Minimum of three years of experience in medical or scientific meetings.
• Minimum of three years of experience in international meetings.
• Non-profit experience required.
• Excellent verbal, written and interpersonal skills.
• Extensive sourcing and contract negotiation experience.
• 35% travel required.

Qualifications

• Bachelor’s Degree
• CMP required
• HMCC a plus

Skills

• Knowledge of policies and procedures pertaining to meetings and exhibition management, specifically international meeting experience.
• Knowledge of the Meeting & Exhibits Industry as well as current trends in the industry.