The Meetings Manager is responsible for managing various aspects of logistics for conferences, meetings, educational programs, and webinars produced by AAAE, managing and planning approximately 14-18 meetings per year, including managing specific areas of the association's annual conference and managing operations of AAAE in-house conference center.
Required Skills
Develop RFPs, create proposal comparisons and negotiate contracts for various services/venues to include hotel, audiovisual, transportation, venues, catering, etc.
Create individual meeting budgets and keep track of revenue and expenses to meet budget requirements.
Prepare meeting requirements and orders for F&B, room setup, AV, virtual needs, housing, exhibits, internet, signs, security, badges, transportation, offsite venues, etc.
Communicate with speakers, attendees, exhibitors, and sponsors.
Plan and execute virtual meetings to include producing, executing speaker dry runs, creating run-of-shows and setting up the meeting environment in the virtual platform.
Update and maintain meeting websites, including setting up online registration.
Monitor registration and housing pick up and make adjustments to alleviate potential liabilities.
Maintain weekly hotel and registration reports for all meetings and distribute report to staff.
Run in-house conference center operations to include maintaining and ordering supplies, setting up/tearing-down and liaising with in-house customers to order catering.
Assist in exhibition/tradeshow management and sponsorship deliverables.
Collaborate with marketing and content leaders on strategy and promotion for events.
Provide timely and accurate meeting status reports, post event and final reports.
Recommend improvements and innovations to event capabilities and processes to enhance attendee experience and improve efficiency.
Review and reconcile various vendor invoices for accuracy and payment.
Collaborate with cross-functional teams to create a cohesive event experience.
Keep up to date on industry and technology trends.
Provide on-site staff support as needed at meetings.
Perform other duties as required.
Required Experience
Bachelor's degree, CMP preferred.
5-7 years of experience in planning meetings.
At ease with learning new technology quickly.
Self-motivated, able to take initiative, and work independently with minimal direction.
Takes personal responsibility and accountability for their work - maintains high standards despite pressing deadlines.
Creative, innovative, resourceful, with a get-it-done mentality.
Exceptional project manager with experience gaining team consensus and driving deliverables.
Ability to handle competing priorities seamlessly and efficiently prioritize tasks.
Detail oriented, highly organized, team player who thrives in a fast-paced environment.
Excellent time-management skills, manage multiple tasks and projects, track details, and ensure timely and accurate results.
Excellent verbal and written communication skills.
Impeccable attention to detail, excellent proofreading skills.
Strong financial management and negotiation skills.
Proficient in Microsoft Office Suite; experience in iMIS, Steam Yard and Vimeo a plus.
Able and willing to work flexible hours as needed; work hours may require some evenings, early mornings and/or weekends.
Qualifications: Develop RFPs, create proposal comparisons and negotiate contracts for various services/venues to include hotel, audiovisual, transportation, venues, catering, etc.
Create individual meeting budgets and keep track of revenue and expenses to meet budget requirements.
Prepare meeting requirements and orders for F&B, room setup, AV, virtual needs, housing, exhibits, internet, signs, security, badges, transportation, offsite venues, etc.
Communicate with speakers, attendees, exhibitors, and sponsors.
Plan and execute virtual meetings to include producing, executing speaker dry runs, creating run-of-shows and setting up the meeting environment in the virtual platform.
Update and maintain meeting websites, including setting up online registration.
Monitor registration and housing pick up and make adjustments to alleviate potential liabilities.
Maintain weekly hotel and registration reports for all meetings and distribute report to staff.
Run in-house conference center operations to include maintaining and ordering supplies, setting up/tearing-down and liaising with in-house customers to order catering.
Assist in exhibition/tradeshow management and sponsorship deliverables.
Collaborate with marketing and content leaders on strategy and promotion for events.
Provide timely and accurate meeting status reports, post event and final reports.
Recommend improvements and innovations to event capabilities and processes to enhance attendee experience and improve efficiency.
Review and reconcile various vendor invoices for accuracy and payment.
Collaborate with cross-functional teams to create a cohesive event experience.
Keep up to date on industry and technology trends.
Provide on-site staff support as needed at meetings.
Perform other duties as required.
Develop RFPs, create proposal comparisons and negotiate contracts for various services/venues to include hotel, audiovisual, transportation, venues, catering, etc.
Create individual meeting budgets and keep track of revenue and expenses to meet budget requirements.
Prepare meeting requirements and orders for F&B, room setup, AV, virtual needs, housing, exhibits, internet, signs, security, badges, transportation, offsite venues, etc.
Communicate with speakers, attendees, exhibitors, and sponsors.
Plan and execute virtual meetings to include producing, executing speaker dry runs, creating run-of-shows and setting up the meeting environment in the virtual platform.
Update and maintain meeting websites, including setting up online registration.
Monitor registration and housing pick up and make adjustments to alleviate potential liabilities.
Maintain weekly hotel and registration reports for all meetings and distribute report to staff.
Run in-house conference center operations to include maintaining and ordering supplies, setting up/tearing-down and liaising with in-house customers to order catering.
Assist in exhibition/tradeshow management and sponsorship deliverables.
Collaborate with marketing and content leaders on strategy and promotion for events.
Provide timely and accurate meeting status reports, post event and final reports.
Recommend improvements and innovations to event capabilities and processes to enhance attendee experience and improve efficiency.
Review and reconcile various vendor invoices for accuracy and payment.
Collaborate with cross-functional teams to create a cohesive event experience.
Keep up to date on industry and technology trends.
Provide on-site staff support as needed at meetings.
Perform other duties as required.
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