Meetings and Education Manager

Position: Meetings and Education Manager

Classification: Exempt

Reports to: Executive Director

Last Updated: 04/21/2025

The Meetings and Education Manager plays a critical role in planning and executing meeting planning and education management of a medical association. They are responsible for working with committees, meeting planning and logistics, webinars and educational programming support.

Key Responsibilities

Meetings Responsibilities

• Develop and execute comprehensive annual meetings and events plans including monitoring timelines and schedules to keep projects on time and on budget for two Academy meetings.
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• Manage all aspects of the meeting including coordination of timelines, logistics, food and beverage, registration, catering, AV setup, room sets, sleeping rooms, signage, securing temporary staffing, security, and aspects of any social activities including but not limited to: off-site dinners, etc.
• Partner with Annual Conference Program Committee to execute multiple-track Annual Conference sessions and work with the planning committee to develop the content and speakers of meetings
• Manage conference technology platform and set up of all components for Annual Conference (website, abstracts submissions, proposals review, speaker tasks and evaluations)
• Work with a multitude of vendors needed for executing events including hotels, audio visual companies, decorators, badge system etc.
• Adhere to approved budgets and reconcile meeting-related finances, including hotel bills
• Maintain clear, accurate, user-friendly meeting files, calendars, and history
• Source and work with third party CEU accreditor to ensure program meets regulations and is compliant and ensure appropriate data will be provided to attendees
• Research and collect the necessary information for current and future venues and services for meetings and coordinate RFP process, collecting and creating comparison reports of future venue options
• Partner with team on event-related promotional materials and provide information for all printed meeting materials
• Evaluate and review educational programs to determine effectiveness of the programs
• Maintain comprehensive meeting website
• Conduct site inspections and appointments with appropriate partners and ensuring materials are ready for site visit (diagrams, proposals, etc.).

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• Work with CSM program committee on programmatic needs, speaker contracts, logistics coordination, manage execution of action items
• Ensure AASPT Pre-con sessions are planned, supported with speakers and logistical needs
• Provide various communications to AASPT work groups in relation to their role at CSM
• Liaison with APTA regarding program and logistics entries into Confex event platform
• Coordinate overall timeline and manage deadlines for successful event coordination
• Attend CSM and provide onsite support for AASPT booth, meetings, and events
• Process speaker honorarium payments post event
• Adhere to approved budgets

Education Responsibilities

• Develop and execute comprehensive annual education and program plans including monitoring timelines and schedules to keep projects on time and on budget.
• Partner with the Committee to manage timelines, communications for course developers
• Work with committees and leadership to support development of new educational products and courses, create training curriculums, and annual education plans.
• Assist with the coordination of live webinars and courses through direct communication with hosting organizations, contract execution, invoicing and payment processing, distribution of course materials, and marketing facilitation
• Manage learning management platform supporting the Academy’s courses and webinars
• Manage and reconcile education programming budgets
• Provide reporting analytics on education programs and users
• Provide input on process improvements
• Execute and track developer contracts and honorarium payments
• Provide technical assistance to individual course users by assisting with online account access and inquiries via email and phone
• Implement and oversee processes for offering CEU credits needed for educational offerings including maintaining accreditation and conducting regular reporting.
• Market educational offerings to Academy members and other target audiences

Administrative and General Support Responsibilities

• Attend Academy Board meetings as requested
• Oversee and support assigned committees; serve as staff lead for committees as assigned (meeting scheduling, reminders, agendas, minutes and executing action items).
• Present dashboards and other education reports to committees, leadership, and executive staff as needed.
• Review operating policies and procedures and identify process improvements.
• Manage phone lines and all other correspondence in a timely and professional manner.
• Maintain an orderly filing system to ensure easy retrieval of documents, records, and reports.
• Attend and participate in required GMP meetings, trainings, and events.
• Foster a positive and inclusive work environment that encourages teamwork, creativity, and continuous learning.
• Perform other duties or projects as assigned.

Minimum Knowledge, Skills, and Abilities

• Bachelor’s degree in event management, hospitality management, communications, business, or related field.
• Minimum of 5 years of relevant experience in meeting and event management, event budgeting, communications.
• Proficient computer literacy skills (Microsoft Office: Word/Excel/PowerPoint/Outlook; ZOOM meetings) as well as learning management system platform.
• Excellent communication skills to include writing, speaking and the ability to adapt communication style to fit the situation and audience.
• Excellent organizational and time management skills; ability to plan and coordinately work independently balancing multiple work demands in a fast-paced environment.
• Excellent interpersonal skills with the ability to develop strong relationships that instill trust and confidence.
• High level of attention to detail to ensure all aspects of meetings and educational programs run smoothly.
• Understanding of contract negotiation with vendors, speakers, and venues.
• Strong project management skills to plan, coordinate, and execute meetings and educational programs.
• Ability to lead multiple projects, set priorities, schedule staff assignments, and manage multiple deadlines. Ability to produce professional project outcomes with minimal number of errors; including spelling, punctuation and grammatical errors
• Ability to set and achieve deadlines
• Discipline to successfully work without close supervision
• Ability to collaborate and empower internal and external teams.
• Ability to think strategically and perform tactically.
• Ability to adapt to changing circumstances and handle unexpected challenges effectively.
• Ability to work outside standard hours occasionally, including evenings and weekends.

Preferred Knowledge, Skills, and Abilities

• Association/Society experience preferred.
• Knowledge or experience with medical conferences preferred
• CMP or Project Management preferred.

Physical Requirements: Primarily sitting work, exerting up to 30 lbs. of force occasionally. Primary working while sitting, with occasional walking, stooping, crouching, and kneeling; frequent fingering, grasping, typing, talking-speaking clearly, hearing-conversation, and seeing-nearby.

• Ability to occasionally assist in client meetings and events.
• Must be able to travel nationally (estimated 3-4 times per year)
• Must be able to stand and walk for long periods of time (minimum of 8 hours) for 2-6 days.

Work/Environment: Moderate noise level consistent with an office environment.

Personal/Physiological: Interaction with people, working around people, planning of activities, making judgements in emergency situations, delegating work, and holding oneself and others accountable for meeting deadlines and finishing work, frequent changes in duties and volume of work, intra- organizational and client communication.

About Us

Global Management Partners (GMP) is a full-service association management company (AMC) located in Roseville, MN, providing professional management services to various member organizations. GMP’s preferred model is to work with small to medium-sized associations. This niche allows us to provide the high level of personalized attention and outstanding customer service that we value.

GMP is a progressive organization that focuses on values and supports continuous learning at all levels. We believe that innovation, creativity and exposure to the best practices are essential in order to bring new ideas to our clients.

GMP’s Mission: To empower our clients to thrive, grow and advance their missions through long-term partnerships to reach their fullest potential.
GMP’s Vision: To make a positive impact globally by sharing our expertise, skills and resources with our partners.

GMP’s Core Values:Accountability, Commitment, Support, Inclusiveness, Authenticity, and Excellence.

GMP’s Position Statement on Diversity: Diversity is an integral facet of the global landscape and is a critical component to the success of all professions including association management companies (AMCs). Diversity in its many dimensions including ethnicity, nationality, race, culture, religion, gender, sexual orientation, socioeconomic background, mental and physical abilities, learning styles, values, and viewpoints enriches the work we do internally and with our clients.

Visit our website at www.gmpartners.org for further information. We offer competitive salary and benefits to commensurate with experience in a casual but professional work environment.

Job Type: Full-time

Pay: $60,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Work Location: Remote

Salary : $60,000 - $65,000