Meeting Manager

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

The Meeting Manager is responsible for planning, organizing, and executing assigned in-person, hybrid, and virtual meetings and events. This position manages event logistics, including venue sourcing, contract negotiation, attendee registration, meeting technology, vendor coordination, and on-site execution. The Meeting Manager develops and manages budgets for assigned meetings, maintains relationships with vendors and internal stakeholders, and implements strategies that support each event’s objectives, vision, and overall success.

Note: This position is considered Hybrid and will need to commute to ACOG's office located in Washington, D.C.

Supervisory Responsibilities

• This position has no direct supervisory responsibilities but does serve as a coach and mentor for other positions in the department.

Duties/Responsibilities

• Research and recommend venues for assigned meetings and conduct site visits as needed. Prepare and distribute site evaluation reports and recommendations to the Meetings and Exhibits Department, District Officers, and other stakeholders.
• Develop and manage budgets for assigned meetings. Review historical data, monitor expenses, and provide recommendations to ensure events remain within approved budget projections.
• Negotiate pricing, contracts, and services with hotels, meeting venues, and vendors, including audiovisual, security, transportation, destination management, printing, and other event-support providers.
• Develop comprehensive meeting specifications, including meeting and exhibit space, sleeping rooms, food and beverage, audiovisual requirements, room sets, transportation, and other operational needs.
• Manage assigned meetings from the initial planning stages through on-site execution and post-event closeout.
• Partner closely with event leads and other internal stakeholders to understand program objectives, recommend solutions, and identify opportunities to enhance the attendee experience and overall success of each event.
• Coordinate attendee registration, meeting technology, virtual meeting platforms, and other systems used to support assigned events.
• Prepare and lead pre-convention meetings and communicate event requirements to venues, vendors, and internal stakeholders.
• Proactively identify potential risks and promptly elevate issues that could jeopardize the budget, attendee experience, or successful execution of an event.
• Review, approve, and process invoices throughout the planning process and following each meeting. Ensure charges are accurate and consistent with approved contracts and budgets.
• Prepare post-event debriefs, analyze event outcomes and attendee feedback, and develop recommendations for future meetings.
• Host and support virtual meetings and events using Zoom and other designated platforms.
• Perform assigned responsibilities for the Annual Clinical & Scientific Meeting and assist with other departmental meetings, projects, and initiatives as needed.

Required Skills/Abilities

• Experience developing and managing event budgets, negotiating contracts, and working with hotels, venues, and event-service vendors.
• Self-motivated, highly organized, and detail-oriented, with the ability to manage multiple priorities and meet tight deadlines in a fast-paced environment.
• Strong interpersonal and communication skills, including the ability to interact diplomatically with diverse stakeholders and remain composed in stressful situations.
• Ability to exercise sound judgment and appropriately apply organizational policies and procedures.
• Ability to maintain a hybrid work schedule, including working in ACOG's office three days per week, in accordance with ACOG's hybrid-work policy.
• Ability to travel frequently for site visits and assigned meetings and events, including occasional evenings and weekends.

Education and Experience

• Bachelor's degree required.
• Minimum of five years of progressively responsible meeting and event planning experience in an association, hotel, corporate, or similar environment, including demonstrated experience independently managing complex meetings from initial planning through on-site execution and post-event closeout.
• 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 required. Experience with NetForum, eShow, Zoom, and Microsoft Office applications preferred.
• Certified Meeting Professional (CMP) designation preferred.

Salary Range

$75,000 - $85,000 USD

Our Perks

• Paid Parental Leave
• Breastfeeding Friendly Workplace
• Flexible work schedule
• Commuting Allowance
• Generous Paid Time Off
• Holiday Pay
• Life Insurance
• Community Volunteering Opportunities
• Generous 401(k) Company Contributions
• Medical, Dental, and Vision Insurance
• Learning Opportunities and Tuition Reimbursement
• Company-Sponsored Team Outings
• and more!

ACOG is an EEO employer committed to providing equal employment opportunities to all applicants and employees. As a federal government contractor and in accordance with applicable laws, regulations, and Executive Orders, the College takes affirmative action to ensure that applicants and employees covered are not discriminated against because of their race, color, religion, national origin, sex (gender), age, disability, pregnancy, marital status, sexual orientation, personal appearance, gender identity or expression, family responsibilities, political affiliation, veteran status, genetic information, or any other characteristic that is protected by applicable law. For more information about your equal employment opportunity rights, please view this poster: EEO is the Law. The College also participates in E-Verify.