Events Manager, AACI

Join our dynamic team at AACI, where we are at the forefront of groundbreaking cancer research. We are dedicated to hosting state-of-the-art scientific conferences that drive innovation and collaboration in basic and clinical cancer research.

We are seeking a highly skilled and motivated Events Manager to lead and execute all meeting and event-related activities. This role is pivotal in ensuring the seamless production of scientific conferences that comply with ACCME policies for physicians. 

This senior, non-supervisory position is responsible for: events scheduling, planning, and coordination; on- and off-site logistics and catering; contract negotiations; vendor management; expense management and documentation; domestic and international travel arrangements for Center staff and guests; accommodations for staff, attendees, and guests; pre- and post-event communications; meeting materials management; external communications and collaboration; internal coordination of support staff; and internal coordination and collaboration with project staff and executives. This manager also ensures that a cohesive and comprehensive communications strategy is in place and brings value and positive impact to AACI's 96 academic cancer center member institutions in the U.S. and Canada. This position operates at both the strategic and tactical level, by continuously monitoring and complying with ACCME policies and by executing a strategic communications plan to support AACI's mission to enhance the impact of North America's leading academic cancer centers. This individual directs the AACI internship program. The incumbent must be able to establish and maintain professional, collegial work relationships and communications with a wide variety of contacts, among them: vendors; executive, professional, and non-professional Center staff; high level government officials and their staff; members of the media; and a wide range of professionals and VIPs from the public, private, healthcare, public health, and academic sectors.

This position offers a primarily work-from-home arrangement with a hybrid schedule. Some travel will be required, and you must be flexible to work outside of normal business hours for events and other responsibilities.

Responsibilities:

• Plan and manage all aspects of and logistics for Center events of various scale and scope, on- and off-site, domestic and international. Advise and consult with project teams to establish scope, requirements, timelines, deadlines, budgets, correspondence, and materials for events; advise and consult with Center leadership and project staff to manage expenses and work within established budgets. Prepare event budgets according to guidelines established by Center CFO; manage expenses responsibly; document and submit them in a timely fashion and in adherence with Center policies and procedures.
• Evaluate the impact of scientific conferences and measure value they provide to AACI members Develop conference agenda, ensuring the scientific objectives and recruitment of speakers meets program committee (comprised of cancer center directors from across the U.S. and Canada) goals Evaluate and monitor regulations of the Accreditation Council for Continuing Education and their impact on scientific conferences, and ensure that information presented at all conferences is unbiased and based on scientific evidence.
• Visit, evaluate, select, and negotiate contracts for venues, caterers, accommodations, travel and other services as needed, adhering to all applicable Center policies and procedures. Effectively represent the interests of the Center and its guests and VIPS in arranging for and managing menus and catering, refreshment set-ups, lighting and A/V services, photography, videography, guest accommodations, transportation, and concierge services. Develop and maintain professional and collegial working relationships with a wide range of internal and external multidisciplinary contacts-professional, non-professional, administrative, SMEs, executives, government officials, and VIPs-from government, medicine, public health, military, academia and other related fields.
• To the degree possible, assure flawless execution of events; facilitate post-event logistics evaluation and implement changes to processes and procedures as needed. Execute professional responsibilities with sound judgment, sensitivity to the needs of others, emotional maturity, integrity, and accountability. Prioritize all AACI communications to meet organizational goals. Monitor trends and evaluate the impact of AACI?s communications strategies and make recommendations for changes.Oversee the development and publication of critical AACI communications. Author and edit content and news items for posting on the AACI website and for publication in the AACI Update, AACI Commentary, and AACI Blog.
• Assess, anticipate, and respond to the needs of Center staff, as well as colleagues, guests, meeting attendees, vendors, and other service providers. Develop, document, implement, and communicate event planning processes to appropriate Center staff and to event co-sponsors and collaborators. Foster a collegial and cooperative approach to events planning and preparation among Center administrative, communications, and project staff. Make effective use of computer-based scheduling, registration, and invitation systems; keep abreast of new applications and assess for Center use. Work cooperatively with executives and administrative assistants to manage complex scheduling requirements of Center executives and staff.
• Monitor trends in social media tools and maintain and in-depth knowledge and understanding of social media platforms Represent AACI at national meetings of cancer center communications and media relations professionals. Direct AACI Internship Program; recruit, hire, train and mentor all interns Ensure that interns are given a valuable educational experience while meeting AACI?s strategic needs. Work with local colleges and university student placement offices to recruit new interns Provide supervision and mentorship to interns to ensure professional interactions with AACI members and external stakeholders