What are the responsibilities and job description for the Meetings Manager position at American Cancer Society, Inc.?
At the American Cancer Society, we're leading the fight for a world without cancer. Our employees and 1.5 million volunteers are raising the bar every single day. We actively seek candidates from diverse backgrounds including communities of color, the LGBTQ community, veterans, and people with disabilities. The greater the diversity of our people, the better we can serve our communities.
The people who work at the American Cancer Society focus their diverse talents on our lifesaving mission. It is a calling. And the people who answer it are fulfilled.
*This is a remote position*
MAJOR RESPONSIBILITIES
Meeting Management Operations
Works closely with Sr. Meetings Manager to provide support in planning and implementation of effective Meetings and Events aligned with ACS processes and policies.
Serves as meeting planner for assigned Meetings and Events, which can include small meetings and development events and high-profile events.
Consults with key internal stakeholders on meeting design to plan and implement effective Meetings and Events. Participate in planning sessions to establish meeting goals, objectives, timelines, as it relates to budgets, venues, technology, equipment, logistical requirements, and attendee registration management.
Serve as internal meeting logistics project leader for assigned Meetings with outsourced planners.
Manages coordination of details with vendors for each meeting to ensure seamless execution of meeting content to achieve meeting objectives and attendee details for an inclusive and people-first experience.
Manage progressive methods for meeting logistics and planning including, but not limited to hotel and venue sourcing, catering requirements, décor, entertainment, air and ground transportation, registration and housing processes and audio-visual/technical needs.
Works with Meeting Technology Manager to consult, build and test registration websites, online booking tool integrations and mobile applications to be effective for each meeting.
In partnership with manager, recommends and implements process improvements to support continuous improvement to maintain modern meeting planning practices and processes.
Provide onsite support of select meetings to include oversight of vendor performance and quality control.
Partner with internal stakeholders to develop and manage meeting budgets and coordinate logistics related to their content development.
Along with Senior Meeting Manager, conduct post event debriefs and/or surveys to ensure event objectives are met and develop action plan for subsequent events
Liaises with the Procurement and Finance Departments to ensure all financial matters are handles according to company processes, for example handling registration payments electronically and PO/invoice management.
Communications, Training, Resource Management
Engages appropriate counterparts outside of ACS to gain industry best-practice knowledge that will enhance our Meetings and Events.
Assists management to identify, maintain, and/or create new content for the meetings and travel intranet site to ensure the policies, procedures and user requirements are communicated enterprise wide.
Reporting
Tracks and analyzes work, requests, statuses and output. Reports saving and other value-add. Identifies trends and recommend operational improvements.
Tracks meeting information (historical and current data) to identify trends and recommend process improvements to management and implement solutions to prevent future issues.
Customer Service
Acts as a liaison between Staff, Supply Chain, and/or Suppliers to resolve questions, concerns, escalations regarding meeting processes, policies; owns issues related to assigned meetings and drives each to resolution and completion.
Builds and maintains strong internal and external client relationships.
Anticipates, understands, and responds to the needs of stakeholders.
Proactive and responsive to Meeting and Event inquiries via calls, instant message, and email.
People Leader
This position may lead or guide work of other team members to enhance and support the meetings program.
Model team leadership by embracing department policies and processes.
Inspire and motivate staff. Participate in the establishment of annual SMART goals in line with department objectives.
Supervises, assists, or leads training and onboarding for new/current staff, as well as ACS’s external stakeholders.
Other Duties
Recommends improvements to related standard operating procedures for the position
Participates in various meeting management trainings/informational events to keep abreast of industry trends.
FORMAL KNOWLEDGE
Bachelor’s degree or equivalent combination of education and experience (2-4 years) in meetings and event planning.
CMP preferred
Knowledge and understanding of meeting and event planning principles, requirements, and procedures.
Experienced in meetings management technologies (CVENT, Groupize, etc.)
Strategic, integrated decision making in the logistical planning of multiple, complex meetings, conferences, and/or other events.
Ability to analyze, interpret and prepare meeting budgets.
Knowledge of conference facilities, technology, and equipment.
Ability to negotiate and manage contractual arrangements with meeting vendors.
Negotiation of terms of vendor service contracts and contract administration.
Knowledge of finance, accounting, budgeting, and cost control procedures.
Excellent people skills and customer service skills.Proficient skill in Microsoft Office applications, Canva
COMPETENCIES/SKILLS
People-First Mindset – Demonstrates genuine care of ACS’s people by providing meaningful work, offering opportunities for professional development, and valuing work-life balance of team members.
Organizational Savvy – Demonstrates clear understanding of organizational culture and effectively navigates through complex company dynamics, championing organization initiatives.
Decision quality - Makes good and timely decisions that keep the organization moving forward.
Accountability – Holds self and team accountable for outcomes and achieving high stands; proactively communicates status of work progress.
Business Knowledge – Applying business knowledge and industry best practices to advance the organization’s goals and inform data-driven decision making.
Leadership Courage – Stepping up to address tough organizational issues and demonstrates conviction and courage to do what’s right.
Strategic Mindset - Sees ahead to future possibilities and translates them into breakthrough strategies.
SPECIAL MENTAL OR PHYSICAL DEMANDS
Travel (25%) may be required to provide onsite coordination support.
Some evenings and weekends may be required.
No or limited physical effort required.
No or limited exposure to physical risk.
The starting rate is $55,000 to $65,000. The final candidate's relevant experience/skills will be considered before an offer is extended. Actual starting pay will vary based on non-discriminatory factors including, but not limited to, geographic location, experience, skills, specialty, and education.
The American Cancer Society has adopted a vaccination policy that requires all staff, regardless of position or work location, to be fully vaccinated against COVID-19 (except where prohibited by state law).
ACS provides staff a generous paid time off policy; medical, dental, retirement benefits, wellness programs, and professional development programs to enhance staff skills. Further details on our benefits can be found on our careers site at: jobs.cancer.org/benefits. We are a proud equal opportunity employer.
Salary : $55,000 - $65,000
