Meetings Manager (WI or DC)

Overview:
The Meetings Manager will lead the planning and execution of high-quality meetings, conferences, and events for association clients. This role involves managing logistics, budgets, and timelines, ensuring seamless events that align with client goals and objectives.

Travel Requirements:

Travel is required for this role and varies by client assignment, including attendance at client meetings, conferences, and site visits. Some evening and weekend work may also be necessary to support events.

Key Duties and Responsibilities:

This list is not all-inclusive and may expand to include additional responsibilities based on client or company needs.

1. Develop and manage meeting planning timelines for pre-event, onsite, and post-event phases.
2. Source venues, prepare and distribute RFPs, coordinate and conduct site visits, and negotiate contracts with venues and service providers.
3. Oversee vendor logistics, including catering, AV, transportation, and other onsite services.
4. Create and manage event budgets, track expenses, and reconcile costs while ensuring financial accuracy and obtaining client approvals.
5. Collaborate with colleagues, clients, boards, and event/program committees to shape educational and networking content.
6. Manage speaker contracts and logistics, including communication, travel arrangements, and onsite support.
7. Develop and maintain event-related technology, including meeting websites, event apps, registration platforms, virtual event/webinar platforms, Association Management Software (AMS) systems, etc. Maintain accurate attendee records, monitor registration trends, and produce reports as needed.
8. Coordinate promotional content and materials, including email campaigns, social media posts, and signage, in partnership with marketing teams.
9. Develop and manage sponsorship programs, including identifying sponsorship opportunities, communicating with sponsors, managing invoicing, and fulfilling sponsorship deliverables.
10. Act as the primary onsite contact during events, resolving issues and ensuring a positive attendee experience.
11. Collect and analyze attendee feedback, reconcile expenses, and prepare post-event reports for clients.
12. Assist with other general meeting operations including stakeholder correspondence and data entry.

Education and Experience Requirements:

• Education: Bachelor’s degree or equivalent experience in event management, hospitality, business, or related fields preferred.
• Experience: 3-4 years in meeting and event planning. Experience in association management or nonprofit events is a plus. 

Qualifications:

• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent verbal and written communication skills.
• Experience with event registration and management platforms (e.g., Cvent, Eventbrite) and CRM/Association Management Software (AMS) systems.
• Proficiency in Microsoft Office Suite; familiarity with project management tools is a plus.
• Ability to build and maintain strong relationships with colleagues, clients, and vendors.
• A proactive, problem-solving mindset with keen attention to detail.

Ideal Candidate Traits:

• Thrives in a fast-paced, dynamic environment.
• Excels at managing multiple clients, projects, and deadlines.
• Embraces diverse tasks and enjoys learning and adapting in a constantly evolving role.

Other Requirements:

• Occasional lifting, up to 50 lbs.
• This hybrid position is from our office in Middleton, WI or Alexandria, VA. In-office expectations are dependent on location.

Application Deadline:

Apply by February 21, 2025, for priority consideration. Applications will remain open until the position is filled.