Manager, Meetings and Events

American Political Science Association; Washington (District of Columbia); Hybrid; USD 65,000 - 90,000; Full time

Job summary

PCMA is seeking a Manager of Meetings and Events in Washington, DC to lead planning for the Annual Meeting, Teaching and Learning Conference, and several smaller conferences. The role oversees registration, housing, catering, technology, program books, and vendor negotiations to ensure successful events.

Responsibilities include managing over 200 meetings, on-site logistics, and supporting the budget with collaboration across departments. Hybrid schedule with in-office days is required.

Qualifications

• Bachelor’s degree or equivalent years of experience required.
• At least three to five years’ years of related experience planning, organizing, and executing events.
• Ability to problem solve and work independently with a high level of discretion and exercise sound judgement.
• Exceptional support and interpersonal skills with the ability to work in close collaboration with team and across departments.
• Excellent oral and written communications skills with the ability to communicate effectively with various audiences in a professional, knowledgeable, and friendly manner.

Responsibilities

• Lead registration processes from beginning to end, including working directly with the registration vendor.
• Manage the setup, system testing and implementation, reporting requests, and program edits in the conference submission system.
• Create content for the conference website and maintain relevant meetings data in the association database.
• Manage program development by serving as the primary contact for divisions and related groups, and assist with overseeing the proposal submission process and panel construction.
• Oversee more than 200 business meetings and receptions from concept to completion.
• Manage the entire shipment process for the annual meeting.
• Develop event program books and mobile app with marketing and communications leadership.
• Create requests for proposals, handle selection, and assist with contract negotiation for registration, housing, temporary staff, and security vendors.

Skills

Event planning

Registration management

Vendor liaison

Communication

Cross-team collaboration

Education

Bachelor's degree

Tools

Office 365

Excel

Database management

All Academic

Program submission platforms

Job description

The Manager, Meetings and Events is part of a team that oversees and executes all aspects of the Annual Meeting, conferences, and small meetings. Specifically, the Meetings and Events Manager leads the implementation of detailed project plans and manages the logistics (registration, housing, catering, technology, submission systems, program books, etc.) for the Annual Meeting, Teaching and Learning Conference as well as other smaller conferences meetings. The Meetings and Events Manager also provides support to the Meetings and Events Director for the Annual Meeting on budget, hotel and contractor negotiations and other areas as needed.

ESSENTIAL FUNCTIONS:

The examples of essential functions listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position. Duties and responsibilities are also subject to change by the employer as the needs of the employer and requirements of the job change.

• Lead registration processes from beginning to end, including working directly with the registration vendor, building out the registration area, handling inquiries, processing registrations both in advance and onsite, and managing on-site registration security and staff
• Manage the setup, system testing and implementation, reporting requests, and program edits in the conference submission system
• Create content for the conference website and maintain relevant meetings data in the association database
• Manage program development by serving as the primary contact for divisions and related groups, and assist with overseeing the proposal submission process and panel construction
• Oversee more than 200 business meetings and receptions from concept to completion
• Manage the entire shipment process for the annual meeting
• In coordination with Senior Director, Marketing and Communications, develop event program books and mobile app
• Create request for proposals, handle selection, and assist with contract negotiation for registration, housing, temporary staff, and security vendors as well serve as vendor liaison once contracted
• Manage housing and room block administration, including managing the staff and VIP room block
• Coordinate event catering and develop sample packages for sponsorships and sections
• Lead on-site meetings management and logistical support, including supervising the pre-conference short courses and working group programs, serving as the main point of contact and managing any A/V and catering needs, and resolving on-site problems
• Assist with team budget tracking and final bill review for Annual Meeting & TLC
• Assist with Virtual Research Meeting and small meetings logistics as needed
• Respond to meeting inquiries, including drafting invitation letters, providing documentation, and answering questions in timely manner
• Perform other duties as assigned

MINIMUM QUALIFICATIONS: EXPERIENCE, KNOWLEDGE, SKILLS, AND ABILITY:

• Bachelor’s degree or equivalent years of experience required
• At least three to five years’ years of related experience planning, organizing, and executing events
• Ability to problem solve and work independently with a high level of discretion and exercise sound judgement
• Exceptional support and interpersonal skills with the ability to work in close collaboration with team and across departments
• Excellent oral and written communications skills with the ability to communicate effectively with various audiences in a professional, knowledgeable, and friendly manner
• Demonstrated ability to manage timelines, deadlines, priorities and work professionally under meeting-related pressure
• Excellent organizational skills and attention to detail
• Ability to travel (≤10% of year)
• Proficiency using Office 365 Suite, especially Excel and experience with database management (experience with association management software and All Academic is a plus); experience with program submission platforms is highly desirable

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This job description is subject to change at any time. While performing the duties of this job, the employee is regularly required to communicate and exchange information. The employee frequently is required to remain in a stationary position and constantly operate computers and other office productivity machinery.

• Generally good working conditions with little or no exposure to extremes in noises or temperature
• Minimal lifting
• Work performed in an office setting
• Hybrid schedule (at least 2 days a week in the office)
• All team members are required to adhere to the APSA vaccination policy