Hybrid Meetings Manager: Budget, Logistics & On-site Lead

Acog; Washington (District of Columbia); Hybrid; USD 75,000 - 85,000; Full time

Benefits offered by this job

Paid Parental Leave

Breastfeeding Friendly Workplace

Flexible work schedule

Commuting Allowance

Generous Paid Time Off

Holiday Pay

Life Insurance

401(k) Company Contributions

Medical, Dental, and Vision Insurance

Learning Opportunities and Tuition Re.

Company-Sponsored Team Outings

Job summary

ACOG is seeking a Meeting Manager to plan, organize, and execute in-person, hybrid, and virtual meetings. This role oversees venue sourcing, contract negotiation, attendee registration, meeting technology, vendor coordination, and on-site execution at the Washington, D.C. office with a hybrid schedule.

You will develop budgets, maintain vendor relations, and implement event strategies aligned with objectives and stakeholder needs, while traveling for site visits as required.

Qualifications

• Bachelor's degree required.
• Minimum five years of meeting and event planning experience in an association, hotel, corporate, or similar environment.
• Experience developing and managing event budgets, negotiating contracts, and working with hotels, venues, and event-service vendors.
• Experience with association management systems, event registration platforms, and meeting technology; NetForum, eShow, Zoom, and MS Office preferred.

Responsibilities

• Research and recommend venues for assigned meetings and conduct site visits as needed.
• Develop and manage budgets for assigned meetings; monitor expenses and provide recommendations to stay within budgets.
• Negotiate pricing, contracts, and services with hotels, venues, and vendors (AV, security, transportation, printing, etc.).
• Develop comprehensive meeting specifications (space, sleeping rooms, F&B, A/V, transportation).
• Manage assigned meetings from planning through on-site execution and post-event closeout.
• Partner with event leads and stakeholders to align with program objectives and attendee experience.
• Coordinate attendee registration, meeting technology, virtual platforms, and other systems.
• Lead pre-convention meetings and communicate event requirements to venues, vendors, and stakeholders.
• Identify risks and escalate issues that could affect budget or attendee experience.
• Review, approve, and process invoices; ensure alignment with contracts and budgets.
• Prepare post-event debriefs, analyze outcomes and attendee feedback, and make recommendations.
• Host and support virtual meetings using Zoom and other platforms.
• Support Annual Clinical & Scientific Meeting and other departmental initiatives as needed.

Skills

Budget management

Contract negotiation

Vendor coordination

Hybrid work scheduling

Communication skills

Travel readiness

Education

Bachelor's degree

CMP designation

Tools

NetForum

eShow

Zoom

Microsoft Office

Job description

ACOG is seeking a Meeting Manager to plan, organize, and execute in-person, hybrid, and virtual meetings. This role oversees venue sourcing, contract negotiation, attendee registration, meeting technology, vendor coordination, and on-site execution at the Washington, D.C. office with a hybrid schedule.

You will develop budgets, maintain vendor relations, and implement event strategies aligned with objectives and stakeholder needs, while traveling for site visits as required.