The Meetings Manager is responsible for the planning and execution of logistics in support of AACC meetings and other events and activities for meeting rooms, food and beverage, audio-visual, conference signage and signage to support sponsors, events and transportation. In addition, provides support to the development of annual budget projections and manages the financial reconciliation process for all invoices for conferences.
Responsible for the planning, budgeting, detailed tracking and execution of a wide range of logistics for AACC meetings and events, including meeting room set up, food and beverage requirements, and AV support.
Works with AACC staff to plan and match meeting room needs with facility space. Develops and uses a tracking system to track meeting room requirements, assignments, changes and confirmations. Provides staff with confirmed meeting room specifications well in advance of meetings to accommodate changes as needed.
Works with AACC staff to identify food and beverage requests and submits to the facility. Develops and uses a tracking system for orders, changes and confirmations. Provides staff with confirmed order information well in advance of meetings so changes can be made as needed.
Works with staff to identify AV support needed for meetings and events and submits to AV contractor. Develops and uses a tracking system to record requests to vendor and document confirmations. Provides confirmations to staff in meeting room specifications well in advance of meetings so changes can be made as needed.
Responsible for the planning, requirements for set up, and daily needs of the Staff Room at auxiliary meeting facilities during the ASM.
Provides support to the Director of Meetings on the development and implementation of technology to enhance meetings management performance, track the many details of planning a meeting, on site responsibilities and production of reports.
Works with Director of Meetings to identify transportation requirements for each meeting. Places orders with vendors and contractors, makes changes as needed, tracks and follows up on site.
Reviews and follows up on any discrepancies on all invoices received. Reconciles discrepancies or alerts Director of Meetings when there are unresolved discrepancies. Works closely with Accounting staff to ensure invoices are paid promptly.
Provides support to industry members in setting up their meetings and social events at ASM and other meetings throughout the year (In Conjunction With Events – ICW’s).
EDUCATION and/or EXPERIENCE
Bachelor’s degree in relevant field. Five years or more experience in the meeting planning industry managing logistics of medium size conferences and national conventions, various size meetings and related events, including planning, on site execution of logistics, financial tracking and reporting and evaluation.
Demonstrated experience representing an organization with vendors, contractors, sponsors and hotel and convention meeting staff to establish successful working relationships, manage the organization’s meetings requirements successfully and solve problems as they arise.
Demonstrated experience planning meetings within a budget, tracking expenses, adjusting for changes, reconciling invoices, and preparing final budget reports.
Demonstrated experience developing and implementing tracking systems for meetings management and operational logistics.
Work experience in an association or other service-oriented environment with customer service responsibilities preferred.
Demonstrated skills in planning and executing logistics for meetings.
Ability to anticipate issues and recommend solutions in a timely way to resolve before they are a problem.
Demonstrated skills in collaboration, teamwork and working in a group to achieve specific goals and meet deadlines.
Highly developed communication skills including professional writing and editing and verbal skills for a variety of internal and external audiences.
Ability to maintain a calm, professional demeanor under stress.
Ability to write final draft and other communications requiring minimal editing.
Ability to develop logistical meetings support according to a timeline, make frequent changes accurately and with adaptability.
Attention to detail, time management, communication (verbal, listening, written), customer service and teamwork, as well as honesty and integrity in dealing with confidential information.
Ability to read and interpret documents, such as operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of members or employees.
Proficiency in MS Office, including Outlook, Excel, Word and PowerPoint.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. Ability to apply concepts of basic algebra.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit at a workstation and use a personal computer and telephone. The employee must regularly lift and/or move general office supplies, files or boxes weighing up to 10 pounds. Specific vision abilities required by this job include close vision.
Forward resume along with cover letter and include salary requirement. EOE
AACC is an international scientific/medical society of clinical laboratory professionals, physicians, research scientists and other individuals involved with clinical chemistry and related disciplines. Founded in 1948, the society has over 8,000 members and is headquartered in Washington, DC.
Our vision is to provide leadership in advancing the practice and profession of clinical laboratory sc...ience and its application to health care. We are best known for the journal Clinical Chemistry, the most cited in the field, and for our annual meeting, the world's largest lab medicine conference with nearly 20,000 participants from more than 100 countries. AACC offers many programs that address the scientific, clinical, technical, and management challenges facing laboratory professionals.
Copyright 2017 Colorado Society of Association Executives. This site content may not be copied, reproduced, or redistributed without the prior written permission of the Colorado Society of Association Executives.