The Anxiety and Depression Association of America, a non-profit membership organization serving more than 1,800 mental health professionals, is seeking a full-time Senior Manager of Meetings and Partnerships to join our growing team. The position is responsible for directing the planning and execution of meetings (both the current annual spring conference and additional smaller events), providing full logistical support to ensure that goals for budget, quality and attendee experience are achieved. ADAA's overarching goal is to increase both the quality of attendee educational experience and attendance. In addition, the Senior Manager of Meetings and Partnerships will work with ADAA staff to enhance partnership collaboration and increase sponsorship revenue by enhancing outreach and engagement to better position the conference as a primary revenue generator. The position will report to the Executive Director.
• Experience managing more than one conference per year. Demonstrated track-record of developing new conference models (i.e. virtual conferences) and implementing new conference designs.
• Demonstrated knowledge and experience in contracting, exhibit management, registration, housing, meeting logistics and floor plan development.
• Strong negotiation skills with a solid understanding of contract terms, conditions, and experience negotiating agreements.
• High preference given to someone who has experience working with medical associations and/or the pharmaceutical industry.
• Ability/experience in supervising staff.
• Ability to work independently and thrive in an entrepreneurial, growth-oriented environment.
• Demonstrated commitment to working cross-functionally and in teams.
• Experience collaborating with Conference committees, board members, members and other organizational stakeholders.
• Strong written communication skills.
• Ability to manage multiple priorities, organized and detail oriented, flexible, action-oriented with strong work ethic and hands-on attitude.
• Proficient in MS Office: Outlook, Excel, Word; experience in Constant Contact a plus.
• Familiarity with Attendee Interactive, Your Membership or demonstrated ability to quickly develop proficiency with submission and membership databases.
• Grant-writing experience a plus.
Education or Experience
• BA/BS degree required (business, events planning, hospitality, and/or related field, or equivalent experience and education).
• Certified Meeting Professional (CMP) and/or Certified Association Executive (CAE) preferred.
• Minimum 5 years’ experience in meeting and/or event planning and executing large, complex meetings.
• Knowledge of CE and ACCME accreditation process preferred.
• Comfortable with building marketing, association, conference strategies and also willing to” roll up their sleeves” to get hands-on with the execution of the strategies.
• Demonstrated experience in initiating, building/managing sponsorship programs.
• Ability to travel for site inspections and currently for one annual conference.
• Ability to attend potential meetings in DC, including occasional evening events.
• High degree of cultural competency and working with members and stakeholders globally.
• Proficient in project management and budgeting.
• Occasional evening/weekend work is required.
• No relocation expenses.
Essential Duties and Responsibilities
These essential duties and responsibilities are not intended to be and should not be construed, as an all-inclusive list of responsibilities, skills, or working conditions associated with this position. While it is intended to be an accurate reflection of the job requirements, management reserves the right to modify, add, or remove duties or to assign other duties as necessary.
Annual Conference and Meetings
• Oversee meeting planning from concept through execution for all ADAA meetings working closely with staff and outsourced partners in order to ensure profitable and successful education and networking events that provide a high-value experience for attendees, exhibitors, and volunteer leadership.
• Coordinate Budget preparation, budget management, contract coordination and cost control.
• Serve as primary liaison with the ADAA Conference Committee, faculty, moderators, and poster presenters
• Manage Annual Conference RFP including meeting space utilization, room pickup, and catering expenses; identify and evaluate potential cities and venues; negotiate contracts to include clauses to decrease ADAA liability in the event of attrition, cancellation or reduction in meeting size; increase concessions and maintain history to ensure accurate leverage and monitoring of room to space ratio.
• Investigate vendors, negotiate and finalize contracts to include exhibitor service contractor, audio-visual services, internet, on-site registration, mobile event app, conference bookseller, printers, online submission system, enduring material vendor.
• Oversee interactions with all vendors involved with the production of the annual conference and other meetings/events.
• Develop, plan and oversee RFP/bidding process and budget for future ADAA meetings; provide cost analysis, profit and loss projections and recommend pricing strategies as they pertain to ADAA’s overall budget.
• Oversee communications and speaker logistics leading up to, during, and after the Annual Conference and other programs including SIG meetings and other special programming.
• Serve as project management lead by directing planning and execution of meetings and programs utilizing formal project management techniques to ensure that goals for budget, quality and attendee experience are achieved. Incumbent must pay attention to key resource requirements, timelines, conducting competitive environmental analysis when required, pricing and marketing/distribution.
• Direct logistical components for all meetings including registration, housing, venue management, audio-visual requirements, and transportation and budget management.
• Work closely with CME and CE contractor to ensure all programs and procedures are compliant.
• Establish and monitor appropriate KPIs (Key Performance Indicators) and provide timely reporting to Conference Committee and ADAA executive staff for proactive management.
Meeting Management and Logistics
• Serve as primary liaison with hotel staff for conferences(s) to ensure successful operations onsite
• Work with Event Coordinator to schedule ADAA sessions in regard to topics, tracks, speaker conflicts
• Work with Event Coordinator to monitor ADAA hotel room block to ensure maximization and eliminate attrition; manage staff/speaker/VIP rooming list
• Assign suites, amenities and concessions to minimize financial impact for ADAA
• Collaborate on registration set-up in Your Membership with Event Coordinator and membership team; contract on-site registration company and logistics in coordination with membership team
• Review and approve of all conference related invoices
Program, Speaker and Conference Committee Management
• Serve as primary staff liaison to Conference Committee; draft agendas; compile and distribute relevant data; work closely with Conference Chair to facilitate identification of attractive plenary speakers; collaborate with subcommittees to facilitate review and session selection.
• Innovate and encourage committee members to share experiences/ideas from other organizations and conferences to ensure that ADAA’s event is the top choice for both clinicians and researchers.
• Work with Board of Director’s Committee liaison and other senior committee members to identify future committee responsibilities and recruitment.
• Oversee Event Coordinator re: overall submission process including guidelines, submission page; review; reporting; scheduling, and online program.
• Work with Event Coordination on management/confirmation of all individual presenters including acceptance, scheduling, logistics, handouts, A/V requirements, inquiries and confirm program information for web, online program and print pieces.
• Work with Event Coordinator on creation and design of all reports for submissions, review assignment, scoring, acceptance, preliminary and final programs, online program and mobile app
• Manage annual ADAA awards program, as this program is an integral part of conference programming.
• Investigate agency-wide partnership opportunities for overall program and product development.
• Increase and manage sponsorship program for conference and other partnerships; create customized packages and negotiate contracts.
• Oversee fulfillment of sponsor/exhibit benefits with Event Coordinator.
• Design floor plan with exhibit contractor; oversee prospecting and management of exhibit area/hall with Event Coordinator.
• Work with Event Coordinator and marketing team to strategize both coordinated marketing initiatives (graphic design, email content, design and outreach calendar, program design and printing, list acquisition, etc.) and the development of new outreach/engagement initiatives.
• Work with Event Coordinator to format and edit email marketing content.
• Work with Event Coordinator and marketing team on conference website content/updates and incorporating consistent event branding on all website/social media platforms.
CE and CME
• Work with CE/CME contractor to ensure application and approvals are in place.
• Manage online CE and CME reporting and evaluation through Attendee Interactive.
Equal Employment Opportunity
It is the policy of ADAA to provide equal employment opportunity to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state, or local law.
Job Type: Full-time
Job Location: Silver Spring MD (Walking distance to Silver Spring Metro). ADAA does not pay relocation costs.
Benefits include health, dental, and vision insurance; life and personal accident insurance; short- and long-term disability; continuing education and certification reimbursement; paid sick, generous paid vacation leave (including the week between Christmas and New Year’s), and a 401(k) with employer-matched contributions.
To Apply: Please include the following materials with your application. Only those applications that include all of the following materials will be reviewed. Please email application to Susan Gurley, ADAA Executive Director: firstname.lastname@example.org.
- Resume, 3 professional references, salary requirements and a cover letter that briefly answers the following questions:
1. Cite examples of how you grew sponsorship around an annual conference or meeting.
2. How did you develop or implement a new conference design or a new meeting offering?
3. How did you positively impact the experience of volunteers on your conference committee?
4. How did you enhance an organization’s conference experience without adding cost? If you have worked on a virtual conference, please discuss challenges and successes.