Meetings and Logistics Manager - Arlington, United States - Infectious Disease Society of America

Description

The Infectious Diseases Society of America (IDSA) is seeking a Meetings and Logistics Manager. IDSAis a community of over 13,000 physicians, scientists and public health experts who specialize in infectious diseases. Our mission is to improve the health of individuals, communities, and society by promoting excellence in patient care, education, research, public health, and prevention relating to infectious diseases.

We are an innovative and dynamic professional association committed to the principles of inclusion, diversity, access, and equity.Our team embodies the following core values:

Member-Centric,Excellence,Respect,Innovation,Teamwork andTrust

The Society is a great place to workIDSA has a highly competitive total compensation package, offers flexible work, telework arrangements, and our organizational culture is highly rated by staff. Our new office is located two blocks from the metro and has a free gym onsite.

The Meetings and Logistics Manager will be responsible for the planning and execution of logistics for IDWeek and other IDSA events. This role will serve as the primary point of contact for IDWeek venues including convention centers and hotels. The Meetings and Logistics Manager will source venues and vendors for smaller events throughout the year while also managing events such as the IDSA BOD, IDSA Staff Retreat, and others throughout the lifecycle of the event from planning to bill reconciliation. This role selects and oversees selected IDWeek vendors.

The ideal candidate will have strong logistical skills, exceptional communication abilities, and a keen eye for detail to ensure seamless execution of events.

Qualifications

• Plans, organizes, and executes IDWeek and IDSA events, conferences, and meetings while also ensuring that all logistical aspects are meticulously managed.
• Identifies suitable venues and manages all logistics related to event spaces, catering, audio-visual equipment, dcor, entertainment, and other requirements.
• Develops processes and timelines for submission of needs by stakeholders and proactively ensures adherence to timelines.
• Develops and maintains event details, project plans, reports, and historical data to support and evaluate programs.
• Leads all aspects of meeting planning and management (including but not limited to sourcing, budgeting, comprehensive event specifications, room block and space management, contract obligations, material preparation, shipments, on-site actualization, and post-meeting reports) for assigned meetings within established time frames and budget.
• Provides on-site support for assigned meetings including set-up/specification review, registration, food and beverage functions, signage, and venue/vendor management.
• Reconciles and processes invoices.
• Contributes to continual process improvement through idea generation, technology, and creative approach to increase efficiency, and enhance delivery and attendee experience.
• Manages Requests for Proposals (RFPs) and contractual agreements for various departmental operations/vendors. Responsibilities entail crafting and negotiating contracts, evaluating the quality of products/services, and ensuring the fulfillment of contractual obligations.
• Collaborates with internal stakeholders and serve as the primary point of contact through the planning process with staff and vendors, gathering requirements, information, and materials, keeping them on track, and providing information and guidance.
• Coordinates with vendors to ensure timely delivery of services, such as catering, AV equipment, transportation, and decor.
• Identifies and maintains relationships with vendors, suppliers, and service providers to ensure cost-effective and high-quality event services.
• Conducts post-meeting review of vendors to assess the success of event(s), gather feedback, and identify areas for improvement.
• Manages the on-site IDWeek staff volunteer process including pre-event training.
• Performs other work-related duties as assigned.

Accountabilities

• The Meetings and Logistics Manager will ensure that appropriate process and timelines are developed and followed and that all IDSA/IDWeek logistics are effectively developed, communicated, and implemented to ensure a seamless event for attendees, volunteers, staff, and vendors.
• The Meetings and Logistics Manager will ensure the development of Best Practice documentation and SOPS for the event process both for IDWeek events and society events throughout the year.

Minimum Qualifications and Experience

• Bachelor's degree in related area; relevant work experience can be submitted.
• At least five years of relevant experience.
• Experience managing events including but not limited to annual meetings.

Competencies: Knowledge, skills, and abilities

• Strong organizational and multitasking abilities with the ability to manage multiple projects simultaneously.
• Ability to establish processes, procedures, and protocols to ensure efficient event logistics and operations.
• Excellent written and verbal communication skills with the ability to effectively communicate with internal and external stakeholders, vendors, etc.
• Keen attention to detail and accuracy in all aspects of event planning and execution.
• Strong problem solving and critical thinking skills; ability to and find solutions in fast paced environment.
• Demonstrated experience in budget management and financial planning for events.
• Ability to work collaboratively with cross-functional teams and vendors to achieve common goals.
• Ability to adapt to changing priorities and deadlines in a fast-paced environment.
• Familiarity with industry trends, best practices, and emerging technologies in event management and logistics.

Additional Qualifications

• Experience working with nonprofit member organization not required, but strongly preferred.
• Professional certification in event management or related field (e.g. Certified Meeting Professional CMP) is a plus.
• Proficiency in meeting platforms, event management software and tools such as Cvent, Cadmium, Association Management System (AMS), Salesforce, Fonteva, SurveyMonkey, and hybrid platform

Travel Requirements

• Must be able to travel up to 10% of the time, including occasional weekends and evenings.
• IDWeek
• IDWeek Chairs Meeting
• IDWeek Program Committee Planning Meeting
• Annual All Staff Retreat - June
• End of year Celebration December
• Other on-site management as needed.

EEO Statement

TheInfectious Diseases Society of America (IDSA)is an equal opportunity employer and considers all applications without regard to race, color, religion, creed, sexual orientation, gender, gender identity, gender expression, national origin, age, disability, socioeconomic status, marital or veteran status.We also welcome those of all abilities and make reasonable accommodations to support successful outcomes for our team members.