Meetings & Digital Events Manager

Association Headquarters is in search of a highly organized and detail-oriented individual for the Meetings & Digital Events Manager position.

This role serves as the lead for multiple in-person meetings including the Annual Governance Workshop Mid-Year Board Meeting Annual Board Meeting and multiple CCM and CDMS exam development addition the person in the role will serve as the lead for multiple ad-hoc meetings throughout
the year. This role is also responsible for project management and logistics related to the annual Virtual Symposium.

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.

Responsibilities include but are not limited to the following:

• Provide meeting management and execution for in person and virtual meetings
• Work with other team members to ensure seamless integration of meetings across departments as needed
• Develop and manage meeting timelines
• Manage food and beverage budgets projections and ordering
• Create vendor specifications as needed and manage proposals ordering quote review alignment with meeting budgets (such as AV vendors etc.)
• Create set-ups sheets/staging guide
• Create and maintain speaker database
• Manage inventory research ordering shipping etc. related to meeting attendee supplies and gifts
• Create and distribute meeting attendee travel surveys housing lists and related attendee communications. Research order and manage any needed attendee transportation logistics
• Manage meeting RFP creation and distribution collection and QA of proposals received and make site
  selection recommendations to supervisor
• Develop review and finalize meetings-related contracts with guidance from supervisor/meeting manager
• Manage hotel/venue final invoice reconciliation
• Ensure hotel and vendor payments are processed for payment in accordance with payment schedules
• Development of event budget creation management and projections
• Serve as main contact and project manager of the virtual meeting platform and virtual event
• Manage the Call for Speaker process in keeping with timeline
• Manage speaker invitation / denial process in keeping with timeline and work with education staff to ensure completion and accreditation
• Manage event speakers and event programs
• Manage and execute the live virtual event
• Oversight of CCMCs Virtual Symposium Taskforce including creating draft of meeting agenda and meeting book materials for Taskforce staff lead review/approval and post meeting materials
• Review draft meeting minutes before posting and take minutes as needed
• Take lead role for sponsorship sales and related deliverables
• Work with Marketing Associate to develop and coordinate event marketing schedule and message content
• Manage event registration including successful site set-up/testing launch and maintenance and reporting
• Create post-event reports
• Manage session recording deployment post event (editing posting/distribution communications)
• Manage any speaker and staff training sessions in preparation of events
• Work with education staff to create and deploy attendee evaluation
• Manage event website content and updates with input from Marketing Associate

MEASUREMENT OF SUCCESS

• Successfully meets deadlines
• Proactively alerts Supervisors to challenges or concerns related to delivery of service
• Proactively suggests solutions to challenges encountered
• Effectively self-reviews work product and produce limited errors
• Pays attention to detail related to management of relevant databases

This is not meant to be all-inclusive as other duties may be assigned.

QUALIFICATIONS
To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The
requirements listed below are representative of the knowledge skill and/or ability required. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION/ EXPERIENCE/REQUIRED PROFICIENCIES
Bachelors degree preferred high school diploma required.

What we offer - Employee Company Benefits

• Hybrid / Flexible work schedules available
• Medical Dental and Vision
• Company paid basic life insurance short-term and long-term disability
• Voluntary Life Insurance - Employee Paid
• AFLAC available
• Paid Time Off (PTO) accrual and Paid holidays
• 401k retirement plan available
• On-site 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 non-profit organizations achieve their mission create value and advance their causes industries and professions. We have four main divisions within AH - a full-service 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 non-dues revenue.

Our Diversity Equity & Inclusion Statement

Association Headquarters is committed to creating a diverse environment and is proud to be an equal-opportunity 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 socio-economic status and other characteristics that make our employees unique.

For more information visit connect with AH on Facebook on YouTube and follow on Twitter.

Required Experience:

Manager