|Job Title:||Meetings Manager |
|Division:||Professional Development and Meetings|
|Reports to:||Senior Director for Meetings (SDM) |
|Requirements:||BA or BS, CMP desirable with at least five years of work in association convention and meeting planning.|
The Meetings Manager, Division of Professional Development and Meetings (DPDM) position works as part of a team-based environment. At times, depending on the assignments and size of the meeting, a manager may be called on to act as a team leader with respect to the assigned meeting and in other cases may serve
in a secondary capacity. All position incumbents work collaboratively with other ADEA staff, other DPDM staff, and the Senior Director for Meetings to coordinate planning for ADEA meetings to ensure the quality of pre-meeting preparation, on-site logistics, registration, and online program content. Incumbent manages assigned logistical details
related to the ADEA Annual Session and Exhibition, creates and maintains all necessary files and records to track progress, contacts, and ensures the future success of a meeting.
This position requires a high level of attention to details, excellent organizational skills, professional integrity, and the ability to perform multiple, varied tasks well in a team environment
ADEA Annual Session & Exhibition, assigned
duties may include:
- Coordinate logistics, create and manage Annual Session & Exhibition details (“event specification guide”) for ADEA Annual Session. Develop event specification guide to include all Annual Session events and communicate with Annual Session vendors. May be required to support other Annual
Session on-site logistics.
- Manages and coordinates logistics for all business, governance, affiliate and special events for the Annual Session to include room setup and food and beverage requirements.
- Manages on-site logistics and plans staff involvement in the event. Develop staff, volunteer and temporary staff schedules.
- Solicit RFP’s from CVB’s, temporary staffing agencies, and other vendors in addition to evaluating proposals and executing agreements.
- Responsible for the record keeping management of ADEA Annual Session to track history (destination, site, room block and pick up, F&B information, AV and spending); facility details (from RFP responses) and performance.
- May be asked to manage complete registration process to include managing the: relationship with contracted registration vendor; development of the on-line Web integrated registration site; onsite registration process including onsite registration personnel at ADEA Annual
Session; financial administration of payments with Department of Finance and Operations; and database integration management issues with the Department of Communications and Membership.
ADEA Interim & Other Meetings:
- Assist and contribute in the coordination of all aspects of conferences, meetings and events (pre-planning including program planning facilitation, onsite execution and post event wrap up).
- Lead staff kick-off meetings and/or meet individually with internal stakeholders for each assigned meeting in order to assist ADEA’s staff and/or volunteers in setting goals and objectives for all meetings. Ensure that venues and vendors support meeting goals and
- Coordinate with other ADEA staff, volunteer leaders, and consultants to ensure destination and facility selection for all ADEA meetings are in line with goals, objectives, budgets and preferences.
- Manage the speaker agreement process.
- Manage logistics and provide site management details (“spec book”) for all ADEA meetings at ADEA’s office and off site including; submission of housing lists, transportation, F&B, shipping, transportation, VIP arrangements, exhibits and/or displays, etc.
- Manage all on-site logistical arrangements for meetings to include: audio-visual, food and beverage, group transportation, and housing.
- Develop and continually refine RFP formats to be used for destination and site selection, and selection of other outside vendors; provide proposal comparison and recommendation reports; negotiate and executive agreements with selected venues and outside vendors.
- In coordination with the Senior Director of Meetings, develop and maintain relationships with NSO/GSOs, individual properties and other meetings industry vendors.
- Review master account postings on-site at all meetings.
- Manage travel and lodging for staff, speakers, and VIPs traveling to meetings or other business travel.
- Develop and maintain solid relationships with exhibitors/sponsors.
- Work with staff in DCM to prepare appropriate promotional and informational materials about ADEA’s meetings to support the marketing and promotion of meetings to increase meeting attendance. This includes content for brochures, Bulletin
of Dental Education, articles, listserv announcements, and other media.
- In coordination with the Senior Director of Meetings, negotiate meeting and meeting vendor contracts using ADEA’s model contract.
- Support Senior Director of Meetings in her/his role as staff liaison to other organizations with whom ADEA collaborates in meeting opportunities.
- Contribute to overall team success by identifying problems and proactively seeking out methods to improve self-performance and/or efficiency of an operation or task.
- Help develop, revise, and support ADEA’s meeting management and related policies and procedures including but not limited to ethical behavior and budgeting.
Registration, Budgets and Record keeping:
- Coordinate registration process for each assigned meeting in ADEA’s association management system for ADEA meetings and events to include: event set-up, data entry, badge production and review, written communication to registrants, accurate registration and reconciliation reporting, and
responsive communication with meeting participants.
- Manage onsite registration and/or onsite registration personnel.
- Track history (destination, site, room block and pick up, F&B information, AV and spending); facility details (from RFP responses) and performance.
- Perform financial management for any assigned meeting including budget creation, monitoring revenue/expense performance, and collection of registration and/or exhibit fees
- Responsible for accurate and timely submission of meetings related financial information to accounting such as registration data, vendor invoicing, and billing for contracts.
- Develop detailed expense and revenue budgets for assigned meetings carefully tracking expenses to maintain budget integrity.
- Process invoices and payments within 21 days of receipt.
- Convey logistical information about all ADEA meetings to members who call or email with a focus on customer/member service. Listen for other issues and refer members and/or assist members in solving other (than meetings) questions. In coordination with other
DPDM staff, share responsibility for responding to email, phone and web inquiries from constituents and staff about any meetings.
This description incorporates the most typical duties performed. It is recognized that other related duties not mentioned may also be performed. Specifically, duties are not constrained only to work done in the Division of Professional Development and Meetings. The position
requires the ability to work effectively in a cross-functional environment.
KNOWLEDGE AND SKILLS REQUIRED:
- In cases where the Senior Director for Meetings is unavailable, the incumbent(s) must possess the ability to make correct assessments of priorities and take the necessary action(s) to resolve the issues and inform the Senior Director for Meetings upon return.
- Provide design and logistical support for ADEA’s meetings including: site selection, contract negotiation, contracting, budgeting, member relations, customer service, meetings logistics, database management, registration, reservations and housing support.
- Possess meetings and hospitality industry knowledge and stay abreast of trends and changes.
- Ability to understand the implications of industry changes and what affect they may have on ADEA, including implications of ethical principles for the meetings industry.
- Understanding meeting design and its impact on site selection and meeting outcomes.
- Possess leadership strengths to co-manage, mentor and delegate work cooperatively and collaboratively with other ADEA staff members, volunteers, volunteer leaders, and vendors.
- Ability to represent ADEA among staff and vendors using the highest standard of professional integrity and in line with ADEA’s ethics policies.
- Exceptional negotiation skills. Negotiation requires knowledge about meeting legalities and liabilities including but not limited to facility contracts, vendor contracts, crisis and contingency planning, insurance (including but not limited to drama, music licensing, etc.)
and other areas of risk management involved in planning and managing meetings.
SUPERVISION AND GUIDANCE:
This position reports to the Senior Director for Meetings. Performance will be appraised based on personal initiative and outcomes achieved.
Earned Bachelor’s degree in event planning, communications, marketing or related field strongly preferred. Experience in best practices for meetings including but not limited to destination and site selection, contract negotiation (hotels, convention centers, AV and decorating vendors, food and beverage/catering,
exhibitors, registration and housing vendors), exhibitor solicitation and management. This individual must be proficient using Microsoft Office software, including Word and Excel. He or she must be capable of managing multiple tasks simultaneously and working across
divisions within ADEA. Excellent written and verbal communications are essential. Attention to detail and meticulous focus on time sensitive activities are critical to success.
offers a competitive salary and excellent benefits package, along with a
Metro accessible location in downtown DC. Candidates should submit a
resume and cover letter with salary requirements to:
HRjobs@raffa.com (subject: Meetings Manager for DPDM). No phone calls, please.