Meeting Manager
About the role
Association Headquarters is seeking a Meeting Manager with extensive experience in planning, coordinating, and executing meetings, special events, board and committee meetings. Key responsibilities include preparing budgets, managing contracts, and overseeing on-site logistics.
Responsibilities
- Prepare draft budgets for meetings based on venue costs, event schedule, and historical performance
- Aid meeting committees with budgeting and planning by providing historical data and recommendations
- Compile and maintain a meeting preparation calendar for meeting committees and staff
- Initiate the bid process, send Request for Proposals, and finalize contracts of all meeting contractors
- Provide comprehensive post-meeting reports on hotel data, income, and expenses
- Facilitate the use of the proposal system by the program selection committee
- Coordinate speaker communications and schedule sessions in contracted meeting space
- Create comprehensive staging guides for each meeting and event
- Oversee on-site meeting operations, including coordination of meeting volunteers and staff responsibilities
- Identify ways to improve meeting delivery consistent with professional meeting best practices
- Maintain meeting budgets and update meeting chair and executive management on significant budget variances
- Monitor and manage registrations for all meetings and events
- Ensure the website is current and accurate for all meetings
- Facilitate the creation and distribution of promotional meeting publications
- Arrange distribution and coordinate outreach to non-members
- Manage vendor selection, communication, and contract oversight for AV, decorators, and other vendors
- Coordinate off-site venue selection, contract negotiation, and contract oversight
- Plan menus, room sets, and audiovisual
- Coordinate exhibits, partnering, and sponsorship programs
- Plan flow on-site, including registration, signage, breakouts, etc.
- Work closely with Meeting Chair and Arrangements Chair to implement on-site and off-site logistics
- Serve as liaison with hotel contacts to ensure a quality experience for all meeting attendees
Requirements
- At least 10 years' related association and meeting planning experience
- Bachelor's degree (or equivalent experience) in a related field
- CMP certification preferred
Qualifications
- Detail-oriented and organized
- Strong communication and interpersonal skills
- Ability to work independently and as part of a team
- Experience with Microsoft Office Suite
- Knowledge of industry standards and best practices
Skills
- Excellent organizational and time management skills
- Strong attention to detail
- Proficient in Microsoft Office Suite
- Knowledge of industry standards and best practices
Benefits
- Hybrid / Flexible work schedules
- Medical, Dental, and Vision coverage
- Company-paid basic life insurance, short-term, and long-term disability
- Voluntary Life Insurance - Employee Paid
- AFLAC available
- Paid Time Off (PTO) accrual and Paid holidays
- 401k retirement plan available
- Training and Development opportunities
Pay
Salary range: $75,000 - $90,000 annually
Schedule
Hybrid / Flexible work schedule
Who is AH?
Association Headquarters is a professional services firm specializing in helping non-profit organizations achieve their mission, create value, and advance their causes, industries, and professions. We have four main divisions: a full-service Association Management Company, a Marketing and Communications Agency, a Meetings & Events Management Team, and a division focusing on custom solutions like strategic planning, website builds, database integrations, accounting services, staff recruitment, credentialing management, public affairs and lobbying, and growing non-dues revenue.
What Sets Us Apart
We are named Best Place to Work by Philadelphia Business Journal 9 times and are the first AMC to be Customer Service Certified by the Customer Service Institute of America. We are committed to diversity, equity, and inclusion and are an equal opportunity employer.