Position Description Summary:
The Meetings Manager position is an important component of the meetings function and helps coordinate and manage AACP meetings. AACP meetings comprise of over 30 programs a year, ranging in size from 10 to 2,500 people in locations throughout the U.S. and this position will assist the Senior Director of Meetings and Business Partnerships, as well as, work with the Meetings Coordinator and Conference Program Coordinator in organizing and delivering outstanding meetings and events. This position provides logistical and operational support services and management execution for the meetings team as well as for program managers from across the organization as it relates to meetings.
Essential Functions and Duties:
1. Meeting Planning and Implementation (90%)
• Plans, coordinates and implements special events and other meetings, conferences and special projects.
• Handles several aspects of event management, including audio visual arrangement, and food and beverage, in conjunction with activities, transportation and other operational logistics.
• Manages budget for each event and provides recommendations to business units with regard to event management decisions. Creates and maintains financial event reporting documents with the accounting director and assigned program manager to include estimates for future budget cycles, logistics budget summaries and submission of comprehensive post-event reporting information.
• Directs workers in preparing banquet and convention rooms and erecting displays and exhibits.
• Inspects rooms and displays for conformance to needs and desires of our specifications.
• Creates and develops confirmation emails, special invitations, menu cards, and evaluation forms.
• Tracks itineraries and rooming lists for speakers, members and staff.
• Helps prepare meeting programs, events guide, announcements, and any other written materials for meetings.
• Assists with updating registration forms, registration database set-up, exhibitor database management, mobile application design, and processes for meeting attendance tracking.
• Provides on-site meetings support to staff, vendors and suppliers for room and audiovisual requirements, catering, and all other elements related to meeting functions.
• Helps to close out meetings and reconcile invoices, registration reports, and AACP credit card statements.
2. Other Responsibilities (10%)
• Serves as a member on internal staff teams as needed
• Works offsite meetings as assigned; travel required 5-7 times per year
• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice
Position Relationship to AACP Strategic Plan:
The Meetings Manager position specifically relates to the following strategic goals of the AACP strategic plan:
Strategic Priority 3: Innovation in Education and Practice AACP will lead and partner with members and other health professions in the transformation of innovative health professions education and practice. Identifying, communicating, assessing and networking regarding aspects pertaining to Interprofessional Education (IPE) and Interprofessional Practice (IPP) and the transition from IPE to IPP will support and promote the academy on a local, national and international scale.
Strategic Priority 5: Sustaining Member Services/Programs AACP will consistently provide excellent member programs and services to support individual and institutional member success.
Strategic Priority 6: Financial Sustainability AACP will consistently maintain a strong financial performance and internal controls.
Qualifications for Position:
• Bachelor’s degree
• 4-6 years of work experience, preferably with a nonprofit organization
• Preferred Certified Meeting Professional (CMP)
• Candidates should possess strong customer service skills and the ability to communicate effectively.
• Must be able to travel 5-7 times a year outside the local area and work evenings and/or on weekends for specific meeting functions.
• Strong attention to detail, with particular aptitude to be flexible and work creatively as part of a team or individually.
• Ability to accurately complete complex assignments on time while considering all relevant information, including duties to prioritize your work assignments while delivering results within budget.
• Manage multiple events simultaneously and balance the needs of AACP members, attendees, and other AACP work.
• Excellent organizational skills and the ability to communicate effectively with staff, members and vendors
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. This position is very active and requires standing, walking, bending, kneeling, stooping, crouching, crawling and climbing all day. The employee must frequently lift and move items up to 25 pounds.
• Proficiency in word processing, database manipulation and generating reports.
• Proficiency with Microsoft® Office applications (Word, Excel, Access, PowerPoint).
• Ability to use an association database system.
• Collaboration Skills• Communication Proficiency• Customer/Client Focus• Decision Making• Financial Management• Problem Solving/Analysis• Project Management• Stress Management/Composure• Teamwork Orientation• Time Management• Technical Capacity• Presentation Skills
AACP Assessment Factors All AACP employees are assessed annually on the following five factors:
• Self Awareness - Aware of one’s impact on others. Picks up on the need to change personal, interpersonal, or managerial behavior quickly. Effectively manages own time and behavior. Maintains a conscious balance between work and personal life.
• Accountability - Keeps supervisor informed of progress, issues and potential problems. Honors commitments and takes responsibility for results. Is a good steward of association resources.
• Initiative - Takes responsibility for completing work plans and planning ahead even when not asked, Anticipates challenges and opportunities, Offers assistance to other staff as available.
• Continuous Improvement - Refers to the ability to assess own strengths and weaknesses. Seeks feedback to improve performance. Pursues training and development opportunities. Strives to continuously build knowledge and skills. Shares expertise with others.
• Citizenship - Behaves in a consistently positive manner. Actively listens and shows respect for others. Resolves conflict collaboratively. Acts civilly and professionally.
Employee Benefits AACP offers a prime Crystal City, Arlington location just minutes from the Crystal City Metro station, competitive salaries, and outstanding benefits including health, dental, life and disability insurance; free onsite parking or transit subsidies; generous paid time off; onsite health club; generous retirement plan contributions; and the opportunity to work with a high-performing, dynamic group of colleagues in a family-friendly environment.
To Apply Qualified candidates please send resume and cover letter to firstname.lastname@example.org and include "Meetings Manager" in the subject line.