Meeting Planner

American Diabetes Association; Arlington (VA); Remote; USD 74,000 - 79,000; Full time

Job summary

Join a leading non-profit organization as a Meeting Planner, where you'll support the planning and execution of numerous programs and meetings annually. This full-time remote position offers a competitive salary and comprehensive benefits, allowing you to impact millions of lives through the ADA's mission.

Benefits

Competitive Salary

Recognition Culture

Generous PTO

Comprehensive Benefits

Focus on Mental Health

Qualifications

• 4+ years in event, meeting, or conference planning or hotel management.

Responsibilities

• Support internal staff with meeting logistics.
• Evaluate and select external vendors.
• Manage travel arrangements and logistics.

Skills

Attention to Detail

Organizational Skills

Communication Skills

Teamwork

Education

Bachelor's Degree

Tools

Microsoft Office

Job description

Join to apply for the Meeting Planner role at American Diabetes Association

Description

The American Diabetes Association (ADA) is seeking a Meeting Planner who will work as a member of the Convention Operations team, supporting staff in planning and executing approximately 30 programs, workshops, and meetings annually (about 1-4 per month). The role involves varied levels of support for each meeting. The person will report to the Associate Director, Convention Operations.

Location: Full-time remote position; candidate should reside within 50 miles of the ADA Office in Arlington, VA to support in-person meetings as needed.

Responsibilities:

1. Support internal staff with pre, onsite, and post-meeting logistics, including hotel contracts, food and beverage, AV requirements, and room setups. Note: not all meetings require onsite support.
2. Manage intake forms for meeting requests from staff.
3. Evaluate and select external vendors to meet event goals.
4. Handle all logistical aspects for onsite events, including setup, catering, AV, etc.
5. Contract room blocks and meeting spaces.
6. Coordinate with hotels on logistics and communicate changes.
7. Manage travel arrangements via the association’s portal, including booking and updates.
8. Develop planning templates and maintain resources on SharePoint.
9. Create SOPs and templates for meetings.
10. Set up hotel accounts, reconcile invoices, and process payments.
11. Support logistics and RFPs for national conferences as needed.
12. Perform other duties as assigned.

Qualifications:

• Bachelor’s degree.
• 4+ years in event, meeting, or conference planning or hotel management.
• Strong attention to deadlines, priorities, and details.
• Ability to work independently and in teams.
• Proficiency with Microsoft Office; CMP preferred.
• Strong organizational and communication skills.

Why Work Here:

• Competitive salary: $74,000 - $79,000, based on experience and other factors.
• Recognition culture, including awards and bonuses.
• Generous PTO, holidays, and personal days.
• Comprehensive benefits: medical, dental, vision, FSA, insurance, pet insurance, retirement.
• Top-tier diabetes supply coverage.
• Focus on mental health and work/life balance, with most employees remote.
• Impact millions of lives through the mission of ADA.

Ref Number: OPE-25-00003

About the Organization: The ADA is dedicated to ending diabetes through research, education, and advocacy, supporting those affected by diabetes.

EOE Statement: ADA provides equal employment opportunities regardless of characteristics protected by law.

Additional Details:

• Seniority level: Mid-Senior level
• Employment type: Full-time
• Job function: Management
• Industry: Non-profit