Associate Director, Meetings and Exhibits

Socket.dev; Philadelphia (Philadelphia County); On-site; USD 90,000 - 130,000; Full time

Job summary

The American Association for Cancer Research seeks an experienced Meetings and Exhibits Manager to lead the development and execution of conferences, workshops, and meetings. The role oversees international meetings, including contracting third parties, and partners with senior leaders to drive agenda and outcomes.

Responsibilities include planning timelines, budgeting, vendor negotiations, and on-site management for domestic and international events. Travel approx.

Qualifications

• Ten years of meetings and/or exhibit management experience.
• Five years of senior level meeting professional experience.
• Minimum of three years of experience in medical or scientific meetings.
• Minimum of three years of experience in international meetings.
• Non-profit experience required.
• Excellent verbal, written and interpersonal skills.
• Extensive sourcing and contract negotiation experience.

Responsibilities

• Oversee all aspects of event planning including site selection, contract negotiations, registration, housing, F&B, AV, transportation, and onsite operations.
• Plan and execute AACR Annual Meeting, Special Conferences, Board Meetings, Workshops, Committee Meetings, Think Tanks, and virtual/hybrid programs.
• Develop and manage meeting budgets; monitor financial performance; prepare financial reports and post-event reconciliations.
• Manage on-site logistics for international and domestic meetings and events.
• Negotiate contracts with hotels, venues, vendors, and service providers; conduct site visits as needed.
• Oversee international relationships and act as primary contact for international meetings.
• Coordinate agendas, materials, and minutes; help set annual goals and long-term strategies for meetings.
• Lead, mentor, and develop the meetings team; set performance expectations and train staff.
• Travel required around 35%.

Skills

Verbal communication

Written communication

Interpersonal skills

Sourcing & contract negotiation

Education

Bachelor's Degree

CMP

HMCC

Job description

Overview

The primary responsibility of this position is to work with the Senior Director and Director of Meetings and Exhibits to manage the development and execution of all conferences, workshops, and meetings of the American Association for Cancer Research. The primary role will be the oversight of all international meetings, including working with contracted third parties.

Responsibilities

• Oversee all aspects of event planning, including site selection, contract negotiations, registration, housing, food and beverage, audiovisual services, transportation, and onsite operations.
• Work with the Director and Senior Director to plan and execute the AACR Annual Meeting, Special Conferences, Board Meetings, Workshops, Committee Meetings, Think Tanks, and virtual/hybrid educational programs.
• Develop and manage meeting budgets. Monitor financial performance throughout the planning process. Identify opportunities to increase revenue and control expenses. Prepare financial reports and post-event reconciliations.
• Manage on-site logistics at AACR Annual Meeting, Special Conferences, Board Meetings, Workshops, Committee Meetings, Think Tanks, and virtual/hybrid educational programs, both international and domestic.
• Negotiate contracts with hotels, convention centers, vendors, and service providers. Perform site visits when necessary.
• Oversee the negotiation and contracting of third-party international relationships for international support.
• Act as primary contact for all international meeting relationships.
• Serves as staff liaison with Senior Director and Director in developing agendas, materials, and meeting minutes as well as working to develop annual goals and long-term strategies for meetings and conferences.
• Manage other functions pertaining to group activities as they arise; special events, banquets, and meetings not held in conjunction with the Annual Meeting, or other conferences.
• Lead, mentor, and develop the meetings team. Set performance expectations and support professional growth and train staff.
• 35% travel required.

Qualifications

• Ten years of meetings and/or exhibit management experience.
• Five years of experience as a senior level meeting professional.
• Minimum of three years of experience in medical or scientific meetings.
• Minimum of three years of experience in international meetings.
• Non-profit experience required.
• Excellent verbal, written and interpersonal skills.
• Extensive sourcing and contract negotiation experience

Education and Training:

• Bachelor's Degree
• CMP required
• HMCC a plus

Specialized Knowledge & Skills:

• Knowledge of policies and procedures pertaining to meetings and exhibition management, specifically international meeting experience.
• Knowledge of the Meeting & Exhibits Industry as well as current trends in the industry.