What are the responsibilities and job description for the Meetings Manager, AACPDM position at Executive Director, Inc.?
Meetings Manager
CLIENT ASSOCIATION: American Academy for Cerebral Palsy and Developmental Medicine, AACPDM
POSITION REPORTS TO: Executive Director, AACPDM
EXEMPT/NON-EXEMPT EMPLOYEE STATUS: Exempt (Minimum 37.5 hours/week)
GENERAL SUMMARY:
POSITION REPORTS TO: Executive Director, AACPDM
EXEMPT/NON-EXEMPT EMPLOYEE STATUS: Exempt (Minimum 37.5 hours/week)
GENERAL SUMMARY:
This position works closely with the Executive Director of AACPDM and the other AACPDM Meetings team members, to ensure successful planning for the implementation of the AACPDM Annual Meeting, Spring Courses, eCourses, and as well as various small meetings. Moreover, the position implements activities that further the association’s objectives, liaises with committees as assigned to provide assistance and support.
POSITION RESPONSIBILITIES (Minimum of 37.5 hours/week):
Overall responsibilities include, but are not limited to:
POSITION RESPONSIBILITIES (Minimum of 37.5 hours/week):
Overall responsibilities include, but are not limited to:
- Work with Executive Director to develop and manage meeting budgets;
- Development and maintenance of meeting timelines in consultation with the Executive Director;
- Manage meeting planning efforts: oversee RFP process, negotiate contracts, coordinate meeting room requirements, work with various vendors for meeting management (i.e. A/V, Expo Services, Catering, Recording Services, Abstract Management, etc.), equipment, hand-outs, and evaluations for meetings;
- Perform site visits and analysis of future meeting venues;
- Develop and edit promotional materials for the annual meeting which includes: Call for Proposals/Abstracts, Preliminary Program, Save the Dates, Final Program, advertisements, broadcast emails and social media schedule;
- Market the meetings with specific postcard mailings, broadcast emails, and social media messaging where other society lists are bartered or purchased;
- Work with the Executive Director to create the sponsorship/exhibitor prospectus;
- Oversee exhibit application process. Coordinate assignment of exhibit spaces, sponsor and exhibitor registration, sponsor promotion and on-site management of sponsors/exhibitors;
- Oversee development of pre-registration and onsite registration processes for all meetings;
- Develop staff operations schedules for all live meetings;
- Develop meeting agendas and materials, record meeting minutes of planning committees;
- Develop and maintain meeting websites;
- Develop meeting mobile applications for on-site use;
- Oversee all on-site meeting logistics which include: staff and the registration desk, daily room checks, serve as main contact for all on-site personnel;
- Oversee online educational programs;
- Oversee and maintain compliance with any relevant ACCME guidelines through the application of appropriate design, methodology and assessment. Ensure all activities are in compliance with funder Letters of Agreement (LOAs). Manage all ACCME documentation and complete annual reports for reaccreditation.
Management and oversight of AACPDM Annual Meeting and other educational programs. This includes, but is not limited to the following:
- Oversee production of the abstract supplement;
- Manage and oversee all mid-year meeting plans and preparations (included but not limited to activities of the board and the annual meeting team);
- Manage and communicate with invited guest and award speakers and all course presenters;
- Manage all reimbursements from the Annual Meeting;
- Manage and communicate with external groups who want to secure space during the meeting;
- Work with Executive Director to budget for all extra activities;
- Provide material to the Communications Manager for posting on social media;
- Staff Liaison and main office contact to the following committees: Scientific Program, Community Council (shared) and Education;
Management and oversight of the Spring Courses, eCourses, and other educational programs. This includes, but is not limited to the following:
- Identify and work on development of electronic platform;
- Assist with development of educational programs as necessary, working with Program and Course Committees to schedule sessions and assign meeting space;
- Distribute committee meeting agendas and materials, record meeting minutes to the Program and Course Committees;
- Management of speaker databases, invitations, confirmation, requirements, and reimbursement processes in accordance with ACCME guidelines and AACPDM policies;
- Oversee preparation, distribution and tabulation of program evaluations;
Other:
- Work with the Executive Director on developing quarterly sponsor correspondence;
- Work with the Executive Director on Community Council activities and programs;
- Recommend operational process improvements to eliminate reoccurring issues or potential new issues;
- Provide backup for the Executive Director when needed;
- All other duties as assigned.
AMOUNT OF TRAVEL REQUIRED:
Approximately 2-4 weeks per year, including some evenings and weekends.
EDUCATION/EXPERIENCE REQUIREMENTS:
EDUCATION/EXPERIENCE REQUIREMENTS:
- Bachelor’s degree preferred.
- 5 years of experience in meeting planning required
- Detail-oriented with outstanding organizational and critical thinking skills.
- Exceptional written and verbal communication skills.
- Demonstrated ability to work independently and in a small team environment.
- Ability to prioritize varied assignments and handle multiple projects.
- Proficiency in Word, Excel, Outlook and PowerPoint.
*This position is located in downtown Milwaukee, WI and a minimum of two days onsite in the office (including Wednesday as an all-staff-in-office day) are a requirement of the role.
*Please apply to the role that best aligns to your experience and qualifications. We’ll discuss your interests and possible opportunities during an initial phone interview. (No need to apply to multiple opportunities.)
*Please apply to the role that best aligns to your experience and qualifications. We’ll discuss your interests and possible opportunities during an initial phone interview. (No need to apply to multiple opportunities.)
