Director, Meeting Operations

American Association for Justice; Washington (District of Columbia); Hybrid; USD 130,000 - 150,000; Full time

Benefits offered by this job

Hybrid work schedule

Health insurance

401K with employer match

Paid time off

11 federal holidays

Transit/parking benefits

Professional development opportunities

Job summary

The American Association for Justice (AAJ) is seeking a seasoned Director, Meeting Operations to lead logistics for Conventions and events. You’ll partner with cross-functional teams and vendors to deliver top-tier attendee experiences, manage budgets, and ensure flawless execution from planning to post-event follow-up.

Qualified candidates have a CMP, bachelor’s degree, and at least 10 years of meeting planning experience, with strong leadership and strategic financial skills.

Qualifications

• Bachelor's degree required or equivalent experience.
• Minimum of 10 years’ experience in meeting planning and event execution.
• Strong budget management skills and financial tracking capabilities.
• Exceptional organizational and time management abilities.
• Excellent written and verbal communication with executives and vendors.

Responsibilities

• Help shape event strategy and manage budgets including revenue performance.
• Develop and maintain detailed project timelines, plans, and contingency strategies.
• Oversee on-site operations and liaise with venues, vendors, and stakeholders.
• Negotiate contracts with venues, hotels, and services to ensure best terms.
• Manage attendee experience from registration to post-event follow-up.
• Collaborate with Marketing, Education, Membership, and BD teams to align content with member needs.
• Support venue and vendor development through RFPs and cost-saving opportunities.
• Prepare post-event financial reconciliations and provide ROI analyses.

Skills

CMP certification

Budget management

Leadership

Project management

Communication

Time management

Strategic thinking

Education

Certified Meeting Professional (CMP)

Job description

The American Association for Justice (AAJ) works to preserve the constitutional right to trial by jury and to make sure people have a fair chance to seek justice when they are injured by the negligence or misconduct of others - even when it means taking on the most powerful corporations.AAJ is seeking a Director, Meeting Operations for its Meetings & Conventions department. The Director, Meeting Operations, is responsible for logistical direction and management for AAJ Conventions and other events, including but not limited to contracting, creating meeting specifications sheets, the master schedule, food and beverage, audio visual, hotel, and venue logistics. Responsible for working with cross-functional teams and externals vendors to deliver high-quality member and attendee experience.Responsibilities:Assists Senior Director with event strategy, budget management including, revenue performance, creation and management of event P&Ls and overall excellence of AAJ’s conventions and events.Develops and maintains detailed project timelines, project plan, operational plans, and contingency strategies to ensure flawless event execution for conventions and meetings.Provide oversight of all on-site operations, serving as the primary liaison with venues, vendors, and key stakeholders to ensure exceptional attendee experiences.Negotiate favorable contract terms and conditions with venues, vendors, and hotel partners to meet service expectations and ensure appropriate contract and required terms are executed in all agreements.Oversee the overall participant experience, from registration opening through post-event follow-up, assist Senior Director in ensuring a consistently high standard of event delivery and end user satisfaction is provided for each.Oversee the design, approval, and execution of room setups with the hotel or venue to ensure alignment with event flow, AV requirements, and attendee capacity constraints, ensuring all venue signage, room turns, and catering logistics run seamlessly and on schedule.Supervises, develops, and supports the Associate Director, Meetings & Registration and the Meetings & Business Development Coordinator, providing direction, setting priorities, and ensuring accountability for successful execution of meetings and events.Work with marketing team on marketing plans and convention deliverables.Ensure effective collaboration with internal teams (e.g. Education, Marketing, Membership, Section and Litigation and BD teams) to ensure event content aligns with member needs and organizational priorities.Assist the Senior Director with venue and vendor development strategy, including RFPs, for venues, hotels, and services, while identifying cost-saving opportunities without compromising the attendee experience.Assist in the development and management of the annual events budget, monitor expenses against projections, and ensure programs remain on budget. Prepare post-event financial reconciliations for hotel and vendor invoices, analyze results, provide ROI, and budget reports to senior leadership.Perform other duties as assigned by Senior Director, Meetings and Sales.Bachelor's degree. Prior Association and/or nonprofit experience strongly preferred.Minimum of 10 years’ experience in meeting planning and event execution.Certified Meeting Professional (CMP) required.Exceptional organizational and time management skills, with the ability to manage multiple complex meetings and initiatives simultaneously while meeting deadlines and maintaining high standards.Strong oral and written communication skills, with the ability to effectively communicate with executives, staff, members, vendors, and other stakeholders.Demonstrated project management skills, including the ability to develop timelines, coordinate multiple workstreams, anticipate challenges, and ensure successful execution.Strong budget management skills, with the ability to develop, monitor, and manage meeting and event budgets and make sound financial decisions.Ability to think strategically while effectively overseeing the operational details of complex meetings and events and ensuring successful execution through staff, vendors, and cross-functional teams.Ability to anticipate needs, identify potential issues and solutions, and adjust priorities in a fast-paced, deadline-driven environment.Demonstrated leadership and team management skills, including the ability to delegate effectively, develop staff, foster accountability, and achieve results through others.High level of professionalism, exceptional attention to detail, and a strong commitment to excellence, quality, and customer service.Salary Range: $130,000 - $150,000Benefits and Perks for Working with AAJ:Hybrid work schedule, onsite Tuesday through Thursday and 100% remote work for the month of August (for most employees)Comprehensive health insurance which includes, medical, dental, vision, life, disability, flexible spending account (FSA), Health Savings Account (HSA) with employer contributions, and 401K with an employer match. Additional voluntary ancillary benefits are also availableGenerous paid leave (e.g., vacation, sick, personal, parental), 11 federal holidays, and paid time off between Christmas and New YearsSubsidized metro transit and/or parking benefitsProfessional development opportunitiesCompany social eventsOffice conveniently located ½ block from Gallery Place/Chinatown metro station in downtown Washington, DCAAJ is an Equal Opportunity Employer. No phone calls please!