Senior Meeting Planner

American College of Surgeons Brand; Chicago (IL); Hybrid; USD 83,000 - 92,000; Full time

Benefits offered by this job

Vacation, personal, and holidays

Tuition Reimbursement

Medical coverage

Dental, Vision, and prescription

Pension Plan

Life Insurance

Disability insurance

Domestic Partner Coverage

Job summary

The American College of Surgeons in Chicago is seeking a Senior Meeting Planner to oversee strategic planning, execution and continuous improvement of ACS meetings across face-to-face, virtual and hybrid formats. The role involves negotiating venues and vendors, managing budgets, collaborating with internal stakeholders and leading complex logistics to deliver high-quality meeting experiences.

It reports to the Senior Meetings Manager in the Department of Convention and Meetings and is based in

Qualifications

• Bachelor’s degree or equivalent professional experience required.
• Five+ years of progressive meeting planning or conference management experience.
• Strong negotiation, project management and vendor management skills.
• Excellent written and verbal communication and budgeting skills.
• Ability to travel frequently and support meetings evenings/weekends.

Responsibilities

• Plan and execute ACS and client meetings, including venue sourcing, vendor oversight, budgeting and onsite management.
• Negotiate with hotels, convention centers and vendors to maximize value and reduce risk.
• Collaborate with staff liaisons, leadership and program committees on strategies and logistics.
• Provide strategic guidance on meeting planning best practices and operational improvements.
• Develop and monitor high-value meeting budgets with forecasting and reporting.
• Provide onsite management for assigned meetings and post-meeting evaluations.
• Research new meeting technologies and learn ACS software like E Show and Aptify.
• Handle site selection and RFP creation for hotel/vendor contracts; oversee multiple projects.
• Lead special projects supporting ACS meeting initiatives.

Skills

Negotiation

Project management

Vendor management

Communication

Budgeting

Travel readiness

Education

Bachelor's degree

CMP designation (preferred)

Tools

E Show

Aptify

Job description

The American College of Surgeons (ACS) is a professional and educational organization of surgeons that was founded in 1913 to raise the standards of surgical practice and improve the quality of care for surgical patients. The College is dedicated to the ethical and competent practice of surgery. Its achievements have significantly influenced the course of scientific surgery in America and have established it as an important advocate for all surgical patients. The College has more than 90,000 members and is the largest organization of surgeons in the world. For more information, visit www.facs.org .

Our MissionThe American College of Surgeons is dedicated to improving the care of the surgical patient and safeguarding standards of care in an optimal and ethical practice environment.

Our VisionTo create a healthcare landscape where surgeons thrive and every patient has access to and benefits from the highest standards of surgical care, driven by innovation, education, leadership, and trust.

Summary: The Senior Meeting Planner oversees the strategic planning, execution and continuous improvement of ACS meetings, including face-to-face, virtual, and hybrid formats. This role applies critical thinking to develop creative solutions, anticipate challenges and balance competing priorities while delivering quality meeting experiences. The Senior Meeting Planner serves as a partner to internal stakeholders, volunteer leadership and external vendors leading complex venue and vendor negotiations, managing budgets and managing all operational aspects of assigned meetings. Success in this role requires the ability to manage multiple stakeholders and competing priorities, influence decision making, implement innovative meeting strategies, and industry best practices to enhance program effectiveness and attendee engagement.

This exempt position will report to the Senior Meetings Manager in the Department of Convention and Meetings. It is based in our Chicago office and is a hybrid role: 3 days per week in the office/2 days per week remote.

The anticipated salary range for this position is $83,000 - $92,000 (commensurate with related experience).

Key Responsibilities:

• Manage planning and execution for ACS and association client meetings including, but not limited to, venue sourcing, vendor oversight, budgeting, and onsite management.
• Negotiate with venues and service providers such as hotels, Convention Centers, Audio Visual providers and other meeting vendors to optimize value while minimizing organizational risk.
• Collaborate with ACS staff liaisons, volunteer leadership, and program committees to develop meeting strategies, logistics plans, and program enhancements.
• Provide strategic guidance to clients and volunteer leadership regarding meeting planning best practices and operational improvements.
• Develop, manage, and monitor high value meeting budgets including expense forecasting, contract liability evaluation, and financial reporting.
• Provide onsite management for any assigned meetings.
• Research emerging meeting technologies, industry trends, and operational improvements to enhance meeting effectiveness.
• Ability to learn new meeting software used for operational events at ACS including but not limited to E Show, and Aptify.
• Maintain working knowledge of hotel industry, conference centers and city meeting destinations and relations with respective partners that represent those areas.
• Manage site selection and creation of RFP (request for proposal) for hotel and vendor contracts including contract negotiations for all terms and conditions.
• Working knowledge of ACS conference center meeting space and oversee assigned meetings as needed (evenings and weekends may apply).
• Lead post-meeting evaluations and analysis to improve future meeting performance and attendee satisfaction.
• Participate in special projects supporting ACS and association client meeting initiatives.

Required Education and/or Experience:

• Bachelor’s degree or equivalent professional experience is required.
• Certified Meeting Professional (CMP) designation preferred but not required.
• Minimum of five (5) years of progressive experience in meeting planning or conference management experience required.
• Strong negotiation, project management, and vendor management skills.
• Excellent written and verbal communication skills.
• Strong budget and financial management skills.
• Ability to manage complex meeting logistics and multiple projects simultaneously.
• Ability to travel frequently and work evenings or weekends when supporting meetings and conferences.

Comprehensive Benefits:
We’re committed to attracting and retaining top talent via valuable benefits!

• Vacation, personal, and sick hours including 13 paid holidays per year
• Tuition Reimbursement
• Medical—comprehensive coverage through BlueCross BlueShield
• Dental, Vision, and Prescription drug program
• 403(b) Matching Program
• Pension Plan
• Employee Assistance Program
• Short Term/Long Term Disability
• Life Insurance
• Domestic Partner Coverage

The American College of Surgeons is committed to working with and providing reasonable accommodations to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the employment process, please send an e-mail to [e-mail] or call [phone] and let us know the nature of your request and your contact information.

Qualifications

Skills

Behaviors

Motivations

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Education

Experience

Licenses & Certifications

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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