Manager, Meetings

AAAE; Alexandria (VA); On-site; USD 70,000 - 110,000; Full time

Job summary

AAAE seeks a Meetings Manager to oversee logistics for conferences, meetings, educational programs, and webinars, including federal government work. The lead planner for about 12 meetings per year, you will handle RFPs, contracts, budgeting, and post-event reconciliation.

The role requires travel and close collaboration with multiple departments to ensure financial success, sponsorship coordination, and attendee satisfaction. Proficiency with HubSpot CMS, iMIS, and eShow is preferred.

Qualifications

• 5-7 years of experience in planning meetings.
• Strong financial management and negotiation skills.
• Must be detail-oriented and highly organized with the ability to multi-task.
• Proficient in Microsoft Office Suite, experience with iMIS, HubSpot, and eShow preferred.
• Ability to implement projects independently and work with various departments.

Responsibilities

• Manage RFP process to identify meeting sites and negotiate contracts.
• Coordinate sponsorship and marketing for meetings.
• Create and manage websites in HubSpot CMS and setup registration pages in iMIS and eShow.
• Organize registration and housing pickup, monitor attendance and liabilities.
• Provide on-site staff support and coordinate ancillary meeting events.

Skills

Meeting planning

Budgeting

Negotiation

Multi-tasking

Detail oriented

Tools

iMIS

HubSpot CMS

eShow

Job description

The Meetings Manager is responsible for managing logistics for conferences, meetings, educational programs, and webinars produced by AAAE, including federal government business awarded to AAAE as a preferred government contractor. The Manager will be the lead planner on approximately 12 meetings per year. In addition, the Manager will have specific assignments associated with the association’s annual conference. The key function of this position encompasses all aspects of meeting management. Significant responsibilities include RFP management, complex contract negotiations, logistics, budgeting/ etc. This position has independent responsibility for multi-faceted meetings and projects that often overlap and require juggling multiple meetings simultaneously.

The position is accountable for stringent program expense budgets and is responsible for the overall success of external meetings both logistically and financially. Duties include post-event invoice reconciliation and payment, invoicing and financial reporting, marketing review, and registration database tracking and monitoring.

Primary duties and responsibilities:

• Once meeting host city is determined, manage RFP process to identify the meeting site. Negotiate all requisite contracts including hotels, special event venues, transportation, interpreters, audio visual, restaurants, caterers, decorators, entertainment, etc.
• Work in cross-divisional teams to develop and implement meetings.
• Manage conference budgets and projections, tracking revenue and expenses to meet budget requirements. Oversee reconciliations after meetings. Oversee master account of meetings to ensure costs are within budget parameters.
• Prepare meeting requirements and orders for F&B, room setup, AV, virtual needs, housing, exhibits, internet, signs, security, badges, transportation, offsite venues, etc.
• Work with key staff to coordinate sponsorship and marketing for meetings.
• Create and manage websites in HubSpot CMS and set up registration pages in iMIS and eShow.
• Organize and handle registration for meetings. Monitor registration and housing pick up and make adjustments to alleviate potential liabilities.
• Create badges, signs, and other printed products for the meetings.
• Serve as primary contact for assigned meetings.
• Collaborate with staff liaisons responsible for the program and content. Communicate with speakers, attendees, exhibitors, and sponsors.
• Provide on-site staff support as needed at meetings.
• Organize ancillary meeting events.
• Maintain history of performance for all meetings.
• Position requires travel.
• Perform other related duties and assignments as required.

Education, prior work experience, and specialized skills and knowledge:

• 5-7 years of experience in planning meetings.
• Self-motivated, able to take initiative, and work independently with minimal direction.
• Strong financial management and negotiation skills.
• Must be detail-oriented and highly organized with the ability to multi-task and thrive in a fast-paced environment.
• Proficient in Microsoft Office Suite, experience with iMIS, HubSpot, and eShow preferred, and ease with learning new technology quickly.
• Ability to implement projects independently and work with various departments in a team environment.
• Able and willing to work flexible hours as needed; work hours may require some evenings, early mornings and/or weekends.

Typical physical demands/work environment:

To successfully perform the essential functions of this job, with or without reasonable accommodation, an employee is occasionally required to stand; walk; sit; use hands to grasp objects; reach with hands/arms; balance, stoop, kneel, or crouch; speak or listen; lift and/or carry up to 25 pounds; use close, distance, color, peripheral, depth perception, and focused vision. While performing the duties of this job, the employee is not exposed to weather conditions and the noise level is moderate.