Meetings Manager

National Council of State Boards of Nursing (NCSBN); Chicago (IL); Hybrid; USD 69,000 - 80,000; Full time

Job summary

National Council of State Boards of Nursing (NCSBN) in Chicago, IL, seeks an experienced Meetings Manager to lead the Consolidated Services team and oversee organization-wide meeting operations. The role focuses on planning, budgeting, vendor relations, and process improvements to ensure seamless conferences and events.

The successful candidate will report to the Senior Business Operations Manager and manage a team of four, driving efficiency, risk management, and cross-functional collaboration

Qualifications

• Bachelor’s degree is required.
• Minimum of five years of experience in a similar role with supervisory experience.
• Knowledge of databases; Web and HTML; CRM systems.
• Skilled in using applications like Cvent, Accelevents, Wufoo, or similar applicable event planning software.
• Strong organizational, problem solving, critical thinking and analytical skills.
• Professional interpersonal skills and excellent customer service skills.
• Attention to detail, adaptability and flexibility in a fast-paced environment.
• Ability to travel as required.

Responsibilities

• Leads Consolidated Services specialists and ensures SLA adherence; monitors KPIs and uses tech, including AI, as needed.
• Oversees RFP creation for meeting locations; conducts contract reviews and site visits; manages branding and risk for annual and mid-year meetings.
• Manages internal meeting logistics; approves travel/hotel requests, resolves dietary issues and conflicts; conducts annual staff training.
• Reviews attendee expense statements; uses data to forecast budgeting and resources.
• Develops, maintains, implements and evaluates meeting policies for internal and external processes; conducts post-event reviews.
• Manages meeting vendors and forecasting for conferences and budgets.
• Provides forecasting reports for future conferences including budgeting for external events.

Skills

Supervisory experience

Customer service

Organizational skills

Problem solving

Attention to detail

Communication

Critical thinking

Analytical skills

Education

Bachelor’s degree

Tools

Cvent

Accelevents

Wufoo

CRM systems

Databases

Web and HTML

Job description

POSITION TITLE: Meetings Manager, Consolidated Services

STATUS: Full time / Exempt

LOCATION: Chicago, Illinois (Hybrid: 2 days/week on-site, 3 days/week remote)

ABOUT NCSBN

The world leader in nursing regulatory knowledge, the National Council of State Boards of Nursing (NCSBN) is an independent, not-for-profit organization that empowers and supports nursing regulators. The organization protects the public and the trust in nursing through innovative regulatory solutions, insights and expertise. With its NCLEX® Examinations, Nursys® national licensure database and groundbreaking research, NCSBN attracts people who are passionate about what they do and driven by the knowledge that their work protects the public.

JOB SUMMARY

We are seeking an experienced meetings and conference manager to join our Operations division. The ideal candidate will bring value to the team by overseeing the meeting planning functions for the organization and aligning our meeting team strategies with organizational strategies.

Reporting to the Senior Business Operations Manager, the Meetings Manager will lead and develop a team of four responsible for meeting and conference services, oversee organization-wide meeting operations, and drive continuous improvement through effective planning, vendor management, and process optimization.

This role is an exciting opportunity for an individual with meeting and event management expertise, leadership experience, and a passion for delivering seamless experiences in support of NCSBN’s mission to advance nursing regulation and policy worldwide!

RESPONSIBILITIES

• Provides leadership to Consolidated Services (CS) Specialists by ensuring the team is following all processes and procedures and completing work within the agreed Service Level Agreement (SLA). Monitors meetings Key Performance Indicators (KPIs) through monthly reporting, reviews audits to identify efficiencies, and leverages technology, including AI, as needed.
• Oversees the creation of Request for Proposals (RFPs) for meeting locations as well as contract review. Conducts site visits as needed. Ensures all processes are followed for external conferences including staying within budget, keeping stakeholders informed, engaging Marketing for branding, and managing risk for Annual Meeting and Mid-Year Meeting (MYM). Reviews all conference feedback and prepares Board of Director Reports.
• Oversees all aspects of internal meeting logistics. Ensures all meetings are within budget, and all internal meeting processes are followed, including approving attendee travel/hotel requests, resolving dietary issues and conference room conflicts. Conducts annual staff training on internal meeting logistics.
• Oversees the review process of attendee expense statements for all NCSBN conferences and internal meetings. Utilizes expense statement data to forecast budgeting, including Resource Fund budgeting. Resolves all expense statement issues.
• Develops, maintains, implements and evaluates meeting policies for both internal onsite and external meeting processes. Completes post-event tasks and conducts post event lessons learned meetings with business owners. Ensures all NCSBN.org meeting resource pages are current.
• Manages NCSBN meeting vendors, including Direct Travel, Hyatt Hotel, Swiss Hotel, and Travis AV. Mitigates related risk and resolves issues.
• Provides forecasting reports for future conferences including forecasting budgets for external conferences.

QUALIFICATIONS

• Bachelor’s degree required.
• Minimum of five years of experience in a similar role and supervisory experience required.
• Knowledge of databases; Web and HTML; Customer Relationship Management (CRM) systems.
• Skilled in using applications like Cvent, Accelevents, Wufoo, or similar applicable event planning software.
• Skilled organizational, problem solving, critical thinking and analytical skills.
• Professional interpersonal skills and excellent customer service skills.
• Attention to detail, adaptability and flexibility in a fast-paced environment.
• Ability to travel as required.

COMPENSATION AND BENEFITS

The anticipated starting salary for this position is $69,000 - $80,000 annually. Actual compensation will be dependent on a candidate’s relevant experience, skills, training, certifications/licenses, qualifications and geographical location.

NCSBN offers eligible employees a competitive benefits package that provides our team members with plan options to meet their individual needs. Review benefit details here: https://www.ncsbn.org/about/governance-and-staff/careers/ncsbn-benefits.page

The National Council of State Boards of Nursing (NCSBN) is an equal employment opportunity employer. Decisions affecting employment are considered without regard to disability, race, color, religion, gender, national origin, age, genetic information, military or veteran status, sexual orientation, marital status or any other protected characteristic.