The Meetings Manager is responsible for managing various aspects of logistics for conferences, meetings, educational programs, and webinars produced by AAAE, including federal government business awarded to AAAE as a preferred government contractor. Responsible for managing and planning approximately 12 meetings per year, including assignments associated with the association’s annual conference.

The key function of this position includes all areas of meeting management.  Significant areas of responsibilities include developing and sending out RFPs; complex contracting negotiations; logistic planning, budgeting, etc. This position has independent responsibility for multi-faceted meetings and projects that often overlap and require juggling multiple meetings simultaneously.

The position is accountable for a stringent budget in program spending and responsible for overall success of external meetings both logistically and financially.  Post event payment, invoicing and financial reporting, marketing review, and registration database tracking and monitoring. 

Primary duties and responsibilities:

• Locate meeting sites and negotiate all requisite contracts including hotels, special event venues, transportation, interpreters, audio visual equipment, restaurants, caterers, decorators, entertainment, etc.
• Complete RFPs, manage responses, select sites, and negotiate all requisite contracts to include hotel, audiovisual, transportation, venues, catering, etc.
• Work with all involved departments to develop and implement meetings.
• Manage conference budgets and projections, keeping track of revenue and expenses to meet budget requirements. Oversee reconciliations after meetings. Oversee master account of meetings to ensure costs are within budget parameters.
• Prepare meeting requirements and orders for F&B, room setup, AV, virtual needs, housing, exhibits, internet, signs, security, badges, transportation, offsite venues, etc.
• Work with key staff to coordinate sponsorship and marketing for meetings.
• Create and manage websites in HubSpot CMS and setting up registration pages in RiSE through iMIS.
• Organize and handle registration for meetings. Monitor registration and housing pick up and make adjustments to alleviate potential liabilities.
• Create badges, signs, and other paper products for meetings.
• Serve as primary contact for assigned meetings.
• Collaborate with staff liaisons responsible for the program and content. Communicate with speakers, attendees, exhibitors, and sponsors.
• Provide on-site staff support as needed at meetings.
• Organize ancillary meeting events.
• Maintain history of performance for all meetings.
• Position requires travel.
• Perform other related duties and assignments as required.

Education, prior work experience, and specialized skills and knowledge:

• Bachelor’s degree preferred.
• 5-7 years of experience in planning meetings.
• Self-motivated, able to take initiative, and work independently with minimal direction.
• Strong financial management and negotiation skills.
• Excellent customer service skills.
• Must be detail-oriented and highly organized with the ability to multi-task and thrives in a fast-paced environment.
• Proficient in Microsoft Office Suite, experience with iMIS and HubSpot preferred, and ease with learning new technology quickly.
• Ability to implement projects independently and work with various departments in a team environment.
• Able and willing to work flexible hours as needed; work hours may require some evenings, early mornings and/or weekends.

About American Association of Airport Executives

The American Association of Airport Executives (AAAE) has a unique DNA in the association business with a low dues model that requires innovation, industry-leading products and services and world class member service. We attract top talent by being a mission driven organization that can truly affect change in our world by empowering airport executives. How? With a rich heritage of training, professional development, and the creation of programs and products that serve the needs of airports with their mission of advancing safety, security, environmental stewardship, diversity, and beyond. In this way our employees are allowed to do challenging, interesting, and rewarding work and become invested owners. But what also makes AAAE unique and a truly great place to work is the culture. AAAE makes no secret that it values and is genuinely devoted to its employees and members. AAAE demonstrates this to its employees in the rich and at times, unheard of, benefits it offers employees, in the collaborative open team environment where ideas from all levels of the organization are encouraged and supported from the CEO down, in the recruiting process where no candidate is offered employmen...t without first being interviewed and approved by a team of AAAE employees, in the recognition and praise it gives employees for their good work with numerous awards and performance based bonuses, in the growth and ownership opportunities it gives employees, and in the personal connections it makes with its employees on a day to day basis. However, even with all of this, AAAE would not be as great a place to work, if it were not for the dedicated members that the employees have the good fortune to interact with on a regular basis and serve. Our employees value and appreciate our members and our members value and appreciate our employees. The desire to help them drives us all to constantly improve and innovate. To do more, so we can give more back to our members. In addition, AAAE is an Equal Opportunity / Affirmative Action Employer that is committed to creating a work environment in which all team members engage and perform at the highest levels and see the value of different perspectives and backgrounds. We strive to attract, invest in, and develop the talents of people of diverse backgrounds who reflect the society and community in which we live and do business because we not only believe it is right to do but also believe that doing so will enhance our business relationships, generate greater innovation, increase productivity, and more.

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