Senior Meetings & Events Manager: Budgets, Logistics & Strategy

AAAE; Alexandria (VA); On-site; USD 70,000 - 110,000; Full time

Job summary

The Meetings Manager at AAAE oversees logistics for conferences, educational programs, and webinars. You will lead RFP processes, negotiate contracts, manage budgets, and ensure successful external meetings both logistically and financially.

Responsibilities include site selection, on-site support, registration, marketing coordination, and travel as needed. Strong negotiation and organizational skills are essential, along with experience in HubSpot, iMIS, and eShow.

Qualifications

• 5-7 years of experience in planning meetings.
• Strong financial management and negotiation skills.
• Detail-oriented, highly organized, and able to multi-task.

Responsibilities

• Lead RFP process to select meeting sites and negotiate contracts.
• Manage budgets and track revenue/expenses to meet targets.
• Oversee registration, hotel, AV, catering, and on-site logistics.
• Coordinate sponsorship and marketing; manage websites and registrations.
• Serve as primary contact for assigned meetings and travel as needed.
• Maintain historical performance data for meetings.

Skills

Negotiation

Budgeting

Organizational skills

Independent worker

Communication

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Office

iMIS

HubSpot

eShow

Job description

The Meetings Manager at AAAE oversees logistics for conferences, educational programs, and webinars. You will lead RFP processes, negotiate contracts, manage budgets, and ensure successful external meetings both logistically and financially.

Responsibilities include site selection, on-site support, registration, marketing coordination, and travel as needed. Strong negotiation and organizational skills are essential, along with experience in HubSpot, iMIS, and eShow.