Meeting Manager

As an experienced Meeting Manager, you will be one of the driving forces behind successful event production and execution. This role requires a blend of creativity, leadership, and logistical expertise to deliver exceptional experiences. If you thrive in a fast-paced, detail-oriented environment and have a positive, go-getter attitude, this is your opportunity to shine.

As part of a small company, all employees are expected to handle a wide range of client-facing and behind-the-scenes administrative tasks.

What You'll Do

Event Planning & Execution

• Support program planning, delegated from other meeting managers or the department director.

• Lead planning, coordination, and execution of corporate meetings and events.

• Develop comprehensive meeting specifications, source vendors, and manage logistical needs.

• Oversee hotel logistics, including contracts, banquet event orders (BEOs), audiovisual setups, registration, and staffing needs.

• Build/Manage transportation manifests

• Source, vet and contract vendors

Leadership & Team Management

• Foster a collaborative, accountable team culture while encouraging innovation and creativity.

Stakeholder Collaboration

• Act as the primary liaison for clients

• Schedule and facilitate regular meetings, prepare agendas and track progress.

• Address and incorporate stakeholder feedback to ensure alignment and event success.

Budget & Financial Management

• Meticulously manage event budgets, negotiate with vendors and track expenditures.

• Handle post-event reconciliation and final reporting.

Tradeshow & Exhibitions

• Coordinate logistics for tradeshows, including vendor management, compliance with venue regulations and setup.

• Ensure seamless execution by creating detailed timelines and task lists.

Technology & Innovation

• Design and implement registration sites (Cvent) and event apps (Guidebook and Attendee Hub).

• Experience building websites in Cvent is a must for this role.

Onsite Management

• Serve as the lead onsite contact, monitoring logistics, registration, production and meal events.

• Resolve challenges effectively to ensure seamless execution.

Sponsorship Management

• Plan, coordinate, and execute sponsorship activities, ensuring seamless integration of sponsor needs into event logistics.

• Advise on sponsorship packages and assist in building a compelling prospectus.

Staffing Management / Organization

• Create event timelines and manage onsite event staff to include daily staffers, and travel directors.

• Manage temporary personnel for large conferences, including staffing assignments and agendas.

Opportunities

• Hybrid, primarily remote work.

• Creative freedom within a diverse portfolio of projects.

• Career growth potential as part of a dynamic, women-owned company.

What You Bring

• Minimum 5-7 years of meeting planning experience, including corporate, association and incentive events.

• Proficiency in Excel, Google Suite, and CRM systems.

• Proficiency in Cvent and Canva

• Management experience

Skills

• Exceptional organizational and project management abilities.

• Strong interpersonal skills with a customer service focus.

• Creativity in problem-solving and event design.

• Ability to thrive in high-pressure, deadline-driven environments.

Travel Expectations

• Willingness to travel up to 30% domestically and internationally for programs, conferences, and site visits.

• Travel needs may vary based on program requirements.

What Success Looks Like in This Role

Seamless Event Execution

• Delivering meetings, conferences, and events that exceed client expectations in quality, timeliness and budget adherence.

• Anticipating and addressing potential challenges proactively to ensure smooth execution.

Effective Team Leadership

• Contributing to a cohesive and collaborative team culture where planners and coordinators feel supported and motivated.

Exceptional Stakeholder Engagement

• Cultivating strong relationships with clients, sponsors, vendors, and other stakeholders.

• Actively incorporating client feedback to align event outcomes with organizational goals.

Mastery of Logistics

• Managing all logistical aspects of events, from hotel arrangements to audiovisual setups, with precision.

• Demonstrating creativity and resourcefulness in resolving logistical challenges.

Budget Management Excellence

• Maintaining strict budget control while delivering high-quality events.

• Negotiating favorable terms with vendors and ensuring accurate post-event reconciliation.

Positive Company Culture Contribution

• Being a culture add by contributing new ideas and fostering a positive, high-energy team environment.