Meetings Manager, CS

ADP, Inc.; Chicago (IL); On-site; USD 69,000 - 80,000; Full time

Job summary

The National Council of State Boards of Nursing (NCSBN) is seeking an experienced Meetings Manager to lead the Consolidated Services meetings team in Chicago. You will oversee planning and logistics for internal and external events, aligning meeting operations with organizational strategies, and driving continuous improvement through process optimization.

Reporting to the Director of Consolidated Services, you will manage a team of four, develop budgets, review vendor contracts, and forecast

Qualifications

• 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.

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 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.

Skills

Leadership

Supervisory

Analytical

Customer service

Communication

Tools

CRM systems

Database knowledge

Web HTML

Cvent

Accelevents

Wufoo

Job description

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Meetings Manager, CS

010 - 759 Consolidated Services Regular Full-Time Chicago, IL, US

POSITION TITLE: Meetings Manager, Consolidated Services

STATUS: Full time / Exempt

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 Director, Consolidated Services, 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

• 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.

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.