Meetings & Program Manager, ACNS

Executive Director, Inc.; Milwaukee (WI); On-site; USD 60,000 - 80,000; Full time

Job summary

Executive Director, Inc. in Milwaukee, WI, is seeking a Meetings & Program Manager to support the ACNS Annual Meeting, educational courses, and online programs. This full-time onsite role collaborates with the Executive Director to implement the strategic plan and ensure program success.

The candidate will manage timelines, budgets, speaker logistics, registration, and vendor coordination, while ensuring ACCME compliance and effective marketing.

Qualifications

• Detail-oriented with outstanding organizational and critical thinking skills.
• Exceptional written and verbal communication skills.
• Demonstrated ability to work independently and in a small team environment.
• Ability to prioritize varied assignments and handle multiple projects.
• Familiarity with online education platforms (learning management systems) and processes preferred.
• Proficiency in Word, Excel, Outlook and PowerPoint.

Responsibilities

• Develop and maintain administrative timelines in consultation with the Executive Director.
• Manage and oversee the ACNS Annual Meeting & Courses and other educational programs; manage budgets and marketing strategies.
• Oversee promotional materials, website, programs, emails, and advertising.
• Assist in developing educational programs with Course and Program Committees; schedule sessions and space.
• Manage speaker databases, invitations, and reimbursement processes per ACCME guidelines.
• Oversee pre-registration and onsite registration for all meetings and manage onsite logistics.
• Coordinate sponsors/exhibitors and contract outside vendors for services.
• Ensure adherence to budgets and quality service; ship and inventory meeting materials.
• Prepare, distribute and tabulate program evaluations; ensure funder LOA compliance.
• Support online learning activities and liaise with committees as needed.

Skills

Detail-oriented

Communication skills

Independence

Prioritization

Online education platforms

MS Office proficiency

Education

Bachelor's degree preferred

5-7 years meeting planning experience

Tools

Word

Excel

Outlook

PowerPoint

Job description

Meetings & Program Manager

CLIENT ASSOCIATION: American Clinical Neurophysiology Society, ACNS

POSITION REPORTS TO: Executive Director

DIRECT REPORTS: NA

EMPLOYEE STATUS: Exempt, Full-time (Minimum of 37.5 hours/week)

ROLE TYPE/LEVEL: Mid Level (Non-Supervisory)

COMPANY OVERVIEW:

Executive Director, Inc. (EDI) is a leading association management company providing counsel and management for nearly 40 national and global medical, health, scientific associations and certifying bodies. Founded in 1962, our experience is key to the success of our clients. Our ability to translate depth of knowledge into client success has led to EDI managing a portfolio of clients-ranging in size from 200 to 21,000 members and certificants and growing. Client budgets range from $250,000 to multiple clients with annual budgets in excess of $10 million dollars. Learn more here: https://www.execinc.com/about-edi

CLIENT/DEPARTMENT OVERVIEW:

The American Clinical Neurophysiology Society (ACNS) is the major professional organization in the United States devoted to the establishment and maintenance of standards of professional excellence in clinical neurophysiology in the practice of neurology, neurosurgery, and psychiatry. The organization's main activities include an Annual Meeting, educational courses, as well as development of technical standards and guidelines related to clinical neurophysiology procedures.

JOB OVERVIEW:

This position works closely with the Executive Director to ensure successful planning for the implementation of the ACNS Annual Meeting & Courses as well as various small meetings and online educational programs. Moreover, the position implements activities that further the association's objectives and liaises with committees as assigned to provide assistance and support.

POSITION RESPONSIBILITIES

(minimum of 37.5 hours/week):

• Development and maintenance of administrative timelines in consultation with the Executive Director.
• Management and oversight of the ACNS Annual Meeting & Courses and other educational programs. This includes, but is not limited to the following:
  • Working with Executive Director to develop and manage meeting budgets;
  • Assistance in the development and analysis of meeting marketing strategies;
  • Oversight of the design and implementation of promotional materials, including but not limited to, website, preliminary and final programs, broadcast emails, print and web advertising, etc.;
  • Assistance with development of educational programs, working with Program and Course Committees to schedule sessions and assign meeting space;
  • Management of speaker databases, invitations, requirements, and reimbursement processes, in accordance with ACCME guidelines and ACNS policies;
  • Oversight of pre-registration and onsite registration for all meetings;
  • Management of onsite meeting logistics, including catering and AV requirements;
  • Onsite management of sponsors/exhibitors;
  • Contracting outside vendors for exhibition decorating, audio-visual, catering, security, freight services and temporary staff as needed;
  • Oversight of outside vendors to ensure adherence to budget and quality service;
  • Shipping and inventory of meeting materials;
  • Preparation, distribution and tabulation of program evaluations;
  • When appropriate, implementation and compliance with any relevant ACCME guidelines through the application of appropriate design, methodology and assessment. Ensure all activities are in compliance with funder Letters of Agreement (LOAs).
• Management and oversight of online learning activities and enduring educational materials, working with Course and other committees, as necessary.
• Serve as staff liaison to the Awards, Course, Program and other Committees, as assigned.
• Perform duties as required to assist the Executive Director in implementing the Strategic Plan developed by the Council or Board of Directors.
• Other duties as assigned.

SKILLS AND QUALIFICATIONS:

• Detail-oriented with outstanding organizational and critical thinking skills.
• Exceptional written and verbal communication skills.
• Demonstrated ability to work independently and in a small team environment.
• Ability to prioritize varied assignments and handle multiple projects.
• Familiarity with online education platforms (learning management systems) and processes preferred.
• Proficiency in Word, Excel, Outlook and PowerPoint.

EDUCATION/EXPERIENCE:

• Bachelor's degree preferred.
• 5-7 years experience in meeting planning desired.

TRAVEL REQUIRED:

Approximately 2 weeks per year, including some evenings and weekends.

WORK ENVIRONMENT:

This is a full-time position located in our office in downtown Milwaukee, WI and a minimum of two days onsite in the office (including Wednesday as an all-staff-in-office day) are a requirement of the role.

PHYSICAL REQUIREMENTS:

Minimal lifting (up to 50p pounds) required. Ability to move quickly within meeting facilities.

ADDITIONAL INFORMATION:

Attendance at the Annual Meeting is required; additional in-person meetings may be required. Periodic evening conference calls may be required.