Meeting Manager (Event Planner)

Association Headquarters; Toronto; On-site; CAD 70,000 - 90,000; Full time

Job summary

A professional services firm in Toronto is seeking a highly motivated Meeting Manager. The role involves planning, coordinating, and executing meetings and events for up to 1000 participants. Responsibilities include budget preparation, contract negotiations, and on-site management. Applicants should have at least 10 years of experience in meeting planning and a bachelor's degree. This role offers hybrid work schedules and comprehensive benefits.

Benefits

Medical, Dental, and Vision

Paid Time Off (PTO) accrual

On-site Fitness Center

Training and Development opportunities

Qualifications

• At least 10 years' related association and meeting planning experience.
• CMP preferred.

Responsibilities

• Organize program, logistics, and registration information for events.
• Prepare draft budgets for meetings based on venue costs.
• Coordinate vendor selection and contract oversight for services.

Skills

Meeting planning

Budget preparation

Contract negotiation

Event execution

Communication

Education

Bachelor's degree (or equivalent experience)

Job description

Association Headquarters is seeking a highly motivated and detailed oriented Meeting Manager that has extensive experience with planning, coordinating and executing all activities related to meetings, special events, board and committee meetings, including hotel selection & accommodations, budget preparation, contract negotiations, audiovisual, and air / ground transportation for meetings of up to 1000 participants.

The Meeting Manager is responsible for organizing the program, logistics, and registration information for events, including meetings, education courses, and webinars. He / she works closely with volunteer planning committees, internal departments, venues, and vendors to meet the objectives of each meeting.

APPLICATION INSTRUCTIONS

To be considered for this position, the online application must be submitted, along with an updated resume. All applicable fields on the application are required. Our Hiring Promise : Your application will be reviewed by a human. We don't use AI to screen, assess, or select candidates. Our commitment to a human-led process ensures every applicant is evaluated fairly and transparently.

Essential Duties and Responsibilities

Meeting Planning

• Prepare draft budgets for meetings based on venue costs, event schedule, and historical performance
• Assist meeting committees with budgeting and planning by providing historical data and recommendations
• Compile and maintain a meeting preparation calendar for meeting committees and staff, showing tasks, responsibilities, and deadlines
• Meet deadlines on individual meeting planning timeline
• Initiate the bid process, send Request for Proposals and finalize contracts of all meeting contractors, including audiovisual, exhibition services, transportation, photography, and all off-site venues
• Prepare comprehensive post-meeting reports on hotel data, income, and expenses, and quantitative and qualitative lessons learned. Provide relevant data for Meeting Chair's report to the Board
• Respond to member requests for information on meetings, sponsorship, exhibits, partnering, and other membership activities
• Primary contact for meeting venues in planning and on-site management of meetings and education programs
• Work closely with volunteer planning committees and speakers
• Manage online proposal system
• Facilitate the use of the proposal system by the program selection committee
• Coordinate speaker communications
• Schedule sessions in contracted meeting space
• Track and communicate program and speaker changes

Promotion

Assist meeting chairs in developing promotional plans by providing advice, historical data, and other research as necessary

Facilitate creation and distribution of promotional meeting publications

Arrange distribution and coordinate outreach to non-members

Perform other activities as required.

Meeting Execution

Coordinate vendor selection, communication, and contract oversight for AV, decorators, and other vendors

Coordinate off-site venue selection, contract negotiation, and contract oversight

Manage meetings and events on-site

Plan menus, room sets, and audiovisual

Work with the Industry Relations department to coordinate exhibits, partnering, and sponsorship programs

Plan flow on-site, including registration, signage, breakouts, etc.

Create comprehensive staging guides for each meeting and event

Oversee on-site meeting operations, including coordination of meeting volunteers and staff responsibilities. Serve as liaison with hotel contacts to ensure a quality experience for all meeting attendees

Work closely with Meeting Chair and Arrangements Chair to implement on-site and off-site logistics

Identify ways to improve meeting delivery consistent with professional meeting best practices

Administrative

Monitor meeting budgets and update meeting chair and executive management on significant budget variances.

Assist meeting committees with budgeting and planning by providing historical data and advice upon request

Direct Meeting Coordinator on :

Providing 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

What You'll Bring to the Table - Education, Experience, and Required Proficiencies

At least 10 years' related association and meeting planning experience

Bachelor's degree (or equivalent experience)

CMP preferred

What we offer - Employee Company Benefits

Hybrid / Flexible work schedules available

Medical, Dental, and Vision

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

On-site Fitness Center, open 24 / 7

Gym reimbursement program

Training and Development opportunities

What sets us apart

Named Best Place to Work by Philadelphia Business Journal 9 Times - based on a survey conducted of our employees

Industry Leader - Most credentialed AMC and the 1st AMC to be Customer Service Certified by the Customer Service Institute of America

Who is AH?

AH is a professional services firm that specializes in helping non-profit organizations achieve their mission, create value, and advance their causes, industries, and professions. We have four main divisions within AH - a full-service Association Management Company; a Marketing and Communications Agency (MarCom); a Meetings & Events Management Team; and a division that focuses on other custom solutions such as strategic planning, website builds, database integrations, accounting services, staff recruitment, credentialing management, public affairs and lobbying, and growing non-dues revenue.

Our Diversity, Equity, & Inclusion Statement

Association Headquarters is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to the following; race, creed, color, national origin, nationality, ethnicity, ancestry, age, sex (including pregnancy), family status, marital / civil union status, religion, domestic partnership status, affectional or sexual orientation, gender identity and expression, atypical hereditary cellular or blood trait, genetic information, liability for military service, and mental or physical disability (including perceived disability, and AIDS and HIV status), language, national origin, political affiliation, socio-economic status, and other characteristics that make our employees unique.

For more information, visit associationheadquarters , connect with AH on Facebook on YouTube and follow on Twitter .

Job Posted by ApplicantPro