Medical Meeting Manager

APPLICATION INSTRUCTIONS

To be considered for this position the online application must be submitted along with an updated resume. All applicable fields on the application are required.

Essential Duties and Responsibilities

Meeting Planning

• Prepare draft budgets for meetings based on venue costs event schedule and historical performance
• Assist meeting committees with budgeting and planning by providing historical data and recommendations
• Compile and maintain a meeting preparation calendar for meeting committees and staff showing tasks responsibilities and deadlines
• Meet deadlines on individual meeting planning timeline
• Initiate the bid process send Request for Proposals and finalize contracts of all meeting contractors including audiovisual exhibition services transportation photography and all offsite venues
• Prepare comprehensive postmeeting reports on hotel data income and expenses and quantitative and qualitative lessons learned. Provide relevant data for Meeting Chairs report to the Board
• Respond to member requests for information on meetings sponsorship exhibits partnering and other membership activities
• Primary contact for meeting venues in planning and onsite management of meetings and education programs
• Work closely with volunteer planning committees and speakers
• Manage online proposal system
• Facilitate the use of the proposal system by the program selection committee
• Coordinate speaker communications
• Schedule sessions in contracted meeting space
• Track and communicate program and speaker changes

Promotion

• Assist meeting chairs in developing promotional plans by providing advice historical data and other research as necessary
• Facilitate creation and distribution of promotional meeting publications
• Arrange distribution and coordinate outreach to nonmembers
• Perform other activities as required.

Meeting

• Coordinate vendor selection communication and contract oversight for AV decorators and other vendors
• Coordinate offsite venue selection contract negotiation and contract oversight
• Manage meetings and events onsite
• Plan menus room sets and audiovisual
• Work with the Industry Relations department to coordinate exhibits partnering and sponsorship programs
• Plan flow onsite including registration signage breakouts etc.
• Create comprehensive staging guides for each meeting and event
• Oversee onsite meeting operations including coordination of meeting volunteers and staff responsibilities. Serve as liaison with hotel contacts to ensure a quality experience for all meeting attendees
• Work closely with Meeting Chair and Arrangements Chair to implement onsite and offsite logistics
• Identify ways to improve meeting delivery consistent with professional meeting best practices

Administrative

• Monitor meeting budgets and update meeting chair and executive management on significant budget variances.
• Assist meeting committees with budgeting and planning by providing historical data and advice upon request
• Direct Meeting Coordinator on:
  • Providing timely and accurate meeting status reports
  • Manage registrations for all meetings and events
  • Ensure the website is current and accurate for all meetings
• Follow and update meetings manual

What Youll Bring to the Table Education Experience and Required Proficiencies

At least 10 years related association and meeting planning experience

Bachelors degree (or equivalent experience)

CMP preferred

What we offer Employee Company Benefits

• Hybrid / Flexible work schedules available
• Medical Dental and Vision
• Company paid basic life insurance shortterm and longterm disability
• Voluntary Life Insurance Employee Paid
• AFLAC available
• Paid Time Off (PTO) accrual and Paid holidays
• 401k retirement plan available

• Onsite Fitness Center open 24/7
• Gym reimbursement program
• Training and Development opportunities

What sets us apart

• Named Best Place to Work by Philadelphia Business Journal 9 Times based on a survey conducted of our employees
• Industry Leader Most credentialed AMC and the 1st AMC to be Customer Service Certified by the Customer Service Institute of America

Who is AH

AH is a professional services firm that specializes in helping nonprofit organizations achieve their mission create value and advance their causes industries and professions. We have four main divisions within AH a fullservice Association Management Company; a Marketing and Communications Agency (MarCom); a Meetings & Events Management Team; and a division that focuses on other custom solutions such as strategic planning website builds database integrations accounting services staff recruitment credentialing management public affairs and lobbying and growing nondues revenue.

Our Diversity Equity & Inclusion Statement

Association Headquarters is committed to creating a diverse environment and is proud to be an equalopportunity employer. All qualified applicants will receive consideration for employment without regard to the following; race creed color national origin nationality ethnicity ancestry age sex (including pregnancy) family status marital/civil union status religion domestic partnership status affectional or sexual orientation gender identity and expression atypical hereditary cellular or blood trait genetic information liability for military service and mental or physical disability (including perceived disability and AIDS and HIV status) language national origin political affiliation socioeconomic status and other characteristics that make our employees unique.

Required Experience:

Manager