Associate Meetings Lead: Events & Logistics

Parthenon Management Group; Brentwood (TN); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical, Vision, and Dental insurance

Disability insurance

401(k)

2 Personal Days

8 Paid Holidays

PTO Days

6 weeks parental leave

Employee Development

Give Back Day

Job summary

Parthenon Management Group in Brentwood, TN is seeking an Associate Meetings Manager to lead planning and execution for 1-3 clients annually. The role coordinates internal and external communications, schedules meetings, and manages budgets, vendors, and registrations.

You will build and maintain registration systems, oversee on-site logistics, and support sponsorships and exhibitor activities, while ensuring high attendee experience and smooth operations.

Qualifications

• Bachelor’s degree in Event Management, Hospitality, Marketing, or related field.
• 3-5 years of experience in event or meeting planning, preferably in a corporate or association environment.
• Proven ability to manage multiple projects simultaneously and meet tight deadlines.
• Strong negotiation, budgeting, and organizational skills.
• Proficiency in event management software and tools (e.g., Cvent, Eventbrite, or similar platforms).
• Excellent communication and interpersonal skills.
• Detail-oriented with a focus on delivering exceptional attendee experiences.
• Ability to travel as needed and work flexible hours to accommodate event schedules.

Responsibilities

• Meeting Planning & Client Communication
• Lead planner for 1-3 client meetings annually under guidance of a Senior Meetings Manager.
• Primary point of contact for client communications and meeting-related correspondence.
• Set up and maintain client meeting records using PMG tools, ensuring documentation and reporting.
• Develop function sheets, event specifications, staffing grids, and signage plans.
• Manage committee and affiliate meetings, including scheduling, logistics, and communications.
• Provide additional client support by answering designated client phone lines as needed.
• Vendor & Logistics Management
• Manage RFPs, vendor sourcing, contract negotiations, and reconciliation for meeting-related contracts.
• Coordinate with hotels, AV, decorators, internet providers, and other vendors.
• Arrange hotel and travel accommodation for board members, committee members, and presenters.
• Secure event and cancellation insurance as required.
• Monitor housing block utilization, prepare registration pacing reports, and oversee hotel pickup.
• Registration & Event Technology
• Build, test, and manage registration platforms, event apps, and submission databases.
• Develop and maintain conference registration sites and attendee evaluations.
• Provide training and support on registration processes for new staff.
• Ensure registration pace and reporting align with meeting budgets and forecasts.
• Event Supplies & Inventory
• Oversee sourcing, storing, and deployment of meeting supplies for client and PMG events.
• Monitor supply management processes and identify opportunities for improvement for the meetings department.
• Coordinate packing and unpacking of shipments with support staff.
• Meeting Materials & Documentation
• Review, edit, and prepare meeting materials such as abstract books, pocket guides, flyers, and collateral.
• Maintain and improve documentation tools, including budget templates, staffing grids, signage tracking, and capture of best practices.
• Sponsorship & Exhibitor Management
• Build and manage exhibitor/sponsor tracking tools and deliverables.
• Serve as primary contact for exhibitors and sponsors, both pre-event and onsite.
• Oversee exhibitor and sponsor fulfillment processes and provide onsite management.
• Marketing & Outreach
• Collaborate with the marketing team to draft and distribute client marketing communications, and develop a marketing timeline.

Skills

Meeting planning

Client communication

Budgeting

Vendor management

Registration platforms

Education

Bachelor’s degree in Event Management, Hospitality, Marketing, or related field

Tools

Cvent

Eventbrite

Job description

Parthenon Management Group in Brentwood, TN is seeking an Associate Meetings Manager to lead planning and execution for 1-3 clients annually. The role coordinates internal and external communications, schedules meetings, and manages budgets, vendors, and registrations.

You will build and maintain registration systems, oversee on-site logistics, and support sponsorships and exhibitor activities, while ensuring high attendee experience and smooth operations.