Meeting Manger

The Organization

The American Student Dental Association (ASDA) was founded in 1971 and is the largest dental student organization in the United States. With a membership of more than 22,000, ASDA represents 82% of dental students from all 70 dental schools.  ASDA’s mission is to protect and advance the rights, interests and welfare of dental students.  The association introduces students to lifelong involvement in organized dentistry and provides services, information, education, representation and advocacy.  ASDA representatives vote in the ADA House of Delegates, sit on most ADA councils and commissions and comprise one of the most respected student organizations in the nation.  

ASDA is located off Michigan Avenue in downtown Chicago, with a staff of 14 and an operating budget of $4.5 million.  The position is Hybrid based in Chicago.

Position Overview

ASDA is adding a new position of Meeting Manager.  The Meeting Manager will be responsible for the management and execution of ASDA national meetings.  Responsible for managing the logistics, travel, registration and housing for association meetings. Ensures that all meetings are successful, cost effective and aligned with organization’s goals.

Position Responsibilities:

Planning and Onsite Management 

• Manage overall logistics for meetings including all event orders and requirements. 
• Identify and ensure proper preparation for equipment and supplies needed at meetings.
• Determine optimal room and space assignments to support session and other event function requirements.
• Manage and oversee onsite vendor staff and duties to ensure smooth facilitation of all events.
• Prepare and monitor meeting budgets, track expenses, invoices and reconciles invoices
• Oversee show freight, when appropriate, to include manifest preparation of all materials and ensuring delivery to show site and return delivery.
• Manage onsite housing logistics such as oversight of rooming lists, room pick-up, and proper strategies for room blocks and attrition.
• Collaborate with departments to execute cross-department logistics such as signage, marketing and fulfillment of sponsor opportunities, as needed.  
• Identify and create pre-event and onsite staff assignments and duties.
• Plan and facilitate staff and vendor meetings as needed, prior to and onsite at meetings
• Develop planning timelines for meetings. 
• Develop and maintain meeting specs for site and vendor sourcing.

·       Develop and maintain SOPs and other project management documents for meeting management.

• Manage meeting history records, attendance, hotel and post-event reports.

Site Selection 

• Research and source meeting sites including cities, venues and housing. 
• Plan and conduct site visits. 
• Conduct site analysis and present recommendations to Executive Director and/or Director.
• Negotiate meeting site and ancillary location contracts. 

Vendor Sourcing and Management 

• Develop requirements for vendor sourcing in collaboration with other departments, as appropriate. 
• Research and source all vendor proposals and prepare recommendations. 
• Negotiate vendor contracts. 
• Manage vendor partnerships including acting as primary contact and orienting new vendors to ASDA.

Position Requirements:

·       Bachelor’s degree required. CMP preferred

·       Five years association experience meeting planning experience

·       Demonstrated experience in initiating, preparing, development and management of meetings

·       Experience with vendor contract review, analysis and negotiation

·       Excellent organizational skills to manage multiple projects, shift gears quickly and adapt to changing priorities and deadlines.

·       Highly detail-oriented, solution-oriented approach to work

·       Experience in budget preparation, monitoring and analysis

·       Sound judgment and proven ability to resolve issues quickly and calmly through critical thinking, problem solving and collaboration.

·       Professional demeanor and communication with staff, students, and outside groups.

·       Excellent verbal and written communication skills. 

·       Comfortable with balancing short and long-term projects.

·        Must be able to work with a small staff as part of a team.

·       Proficient in Microsoft Office Suite; familiarity with association management software. 

·       Travel – minimum 8-10 days per year, including an extended period during the Annual Meeting

·       Other responsibilities as required.

·       The position is Hybrid based in Chicago.

Search Process: Submit resume with cover letter in confidence to Mary McMahon marymc.enteract@rcn.com