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
• Respond to member requests for information on meetings, sponsorship, exhibits, partnering, and other membership activities
• Facilitate the use of the proposal system by the program selection committee
• 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
• Provide timely and accurate meeting status reports
• Manage registrations for all meetings and events
• Ensure the website is current and accurate for all meetings
• Follow and update meetings manual

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

• Extensive experience in planning, coordinating, and executing meetings, special events, board and committee meetings
• Strong organizational and project management skills
• Excellent communication and interpersonal skills
• Ability to work independently and as part of a team
• Experience with budgeting and financial management
• Knowledge of industry trends and best practices

Skills

• Meeting planning and execution
• Vendor management
• Event coordination
• Financial management
• Communication and interpersonal skills

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

$70,000 - $90,000 per year

Schedule

Hybrid / Flexible work schedules