Meetings Manager

We Are

Headquartered in downtown, Washington, DC, the American Immigration Lawyers Association (AILA) is an organization comprised of nearly 17,000 individual attorney members who practice and teach immigration law. For our members, we provide continuing legal education, information, advocacy, professional services, and expertise. Founded in 1946, AILA's mission is to promote justice, advocate for fair and reasonable immigration law and policy, advance the quality of immigration and nationality law and practice, and enhance the professional development of its members.

Department Summary

AILA's Meetings Department plans and implements the association's educational programs and events, including continuing legal education conferences in virtual, hybrid, and in-person format. The Meetings Department also oversees the CLE accreditation program and provides support to members and other practitioners seeking guidance relating to AILA's educational programming.

Position Summary

The Meetings Manager will oversee the logistical aspects of all conferences, ensuring successful execution from pre-conference planning to on-site delivery. This role focuses on food & beverage (F&B) coordination, room set-up, vendor management, exhibit management, and registration processes. As a key member of the Meetings Operations team, the Meetings Manager works closely with the Director and other staff members to ensure a seamless and high-quality event experience for attendees, speakers, sponsors, and other stakeholders.

This position is designed for a self-starter and requires minimal supervision. The individual will be responsible for managing day-to-day tasks independently while reporting to the Director, Meeting Operations for major decisions, project updates, and goal setting.

Essential Job Functions

F&B and Room Set-Up :

• Coordinate all food and beverage requirements for conferences, ensuring that menus align with conference needs and budgets.
• Work with F&B vendors to manage timing, setup, and service at the event, ensuring everything runs smoothly on-site.
• Collaborate with the venue's operations team to ensure meetings and exhibits rooms layouts, signage, and overall setup meet the event's needs.

Vendor Contracting :

Vendor Management :

Supply Orders :

Shipping Management :

Registration Management :

Other Duties and Responsibilities

Hybrid - The role will be based out of our Washington, DC office, and the Meetings Manager will be expected to be in the office 1-2 days per week ahead of scheduled conferences to fulfill the role related to Shipment Management. Given the demands of the role, flexibility in working hours may be required, including the possibility of evenings and weekends.

Occasional travel , comprising about 25% of the time, may be necessary for site inspections, conferences, and off-site meetings. This travel could involve both domestic and international destinations, with overnight stays and weekend events included.

This role requires maintaining a professional demeanor in a remote / office work setting. Responsibilities include extended periods of sitting at a desk, frequent use of a PC workstation for prolonged hours, occasional verbal communication with team members and stakeholders via virtual platforms, and the possibility of lifting or moving items up to 25 pounds, though this is not likely to be a frequent requirement.

Education : Bachelor's degree in Event Management, Hospitality, Business, or a related field preferred.

Experience : Minimum of 3-5 years of experience in event planning or meeting operations. Strong background in food and beverage coordination, vendor management, and logistics. Experience managing registration processes, including on-site management.

Skills & Abilities :

Compensation and Benefits

The salary range provided reflects a reasonable estimate of the annual salary based on our commitment to equitable and market-competitive pay. The actual salary offered will depend on several factors, including, but not limited to, relevant education, qualifications, years of experience, certifications or professional licenses, job-related skills, internal equity, and business needs.

Our compensation structure is based on industry-specific market data for similar-sized nonprofit organizations. Typically, individuals are hired at or near the starting point of the salary range for their role. Compensation decisions are made on a case-by-case basis, considering the unique facts and circumstances of each applicant.

Additionally, full-time and part-time employees working at least 20 hours per week on a regular basis are eligible to participate in our comprehensive benefits program, which includes medical, dental, and vision insurance, an employee assistance program, a 401(k) retirement savings plan with matching contributions after 3 months of employment, generous paid time off, paid parental leave, professional development opportunities, and employer-paid life insurance and disability benefits.

Application Process

To ensure a complete application, all candidates are asked to submit the required materials, including a resume and cover letter, through our application portal. As part of our interview process, candidates may be asked to participate in virtual interviews, which will involve on-camera presence. We strive to create an inclusive and accessible interview experience, so if you have any concerns or require accommodations (such as a different format or assistance during the interview), please let us know in advance, and we will do our best to support your needs.

Eligibility to Work

In compliance with the Immigration Reform and Control Act of 1986, we are required to hire only individuals who are authorized to work in the United States. Applicants selected for employment will need to provide documentation verifying their eligibility to work in the U.S. without the need for employer sponsorship. AILA participates in E-Verify to confirm work authorization. For more information on E-Verify, please visit dhs.gov / E-Verify.

AILA is an equal-opportunity employer. We are committed to fostering a diverse and inclusive workplace where all individuals are treated with respect and dignity. We prohibit discrimination and harassment of any kind based on race, color, religion, sex, national origin, age, disability, genetic information, sexual orientation, gender identity, or any other characteristic protected by applicable federal, state, or local law. We are committed to providing equal employment opportunities to all qualified applicants and employees, and we encourage individuals from all backgrounds to apply.

Compensation details : 75000-85000 Yearly Salary

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