The Meetings Manager plays a key role in executing the full management of a wide array of inperson and virtual association meetings and events including annual conferences, regional events, board meetings and other events.
The Meetings Manager must be a skilled project manager who is self-motivated and demonstrates the ability to collaborate with other employees in fast-paced, flexible environment. Attention to detail and excellent time management skills are essential in this position. An active, positive response to a variety of challenges and time pressures is also required. The duties of this job require a high degree of specialized expertise and skill in maintaining established standards of quality and accuracy. Drive, determination, strong collaboration, and a self-disciplined approach to achieving results that meet these established criteria are necessary for successful job performance.
Primary Responsibilities of the Position
Responsibilities may include the following for multiple associations:
Responsible for overseeing all aspects of planning and execution of all in-person and virtual meetings and conferences for multiple partner associations
Manage existing and new contracts with venues and third parties including but not limited to general services, audio visual, transportation, and security
Create and manage appropriate meeting timelines, ensuring timely completion, and communicating status updates and clear expectations for conference execution
Manage and strengthen vendor relationships to ensure clarity of and acceptance of the organization’s goals and expectations
Oversee service contracts and deliverables for all aspects of conference services including, but not limited to, general services, audio visual, transportation, etc.
Manage exposition hall and exhibitor deliverables and ensure compliance with venue guidelines (general services, audio visual requirements, budgeting, customer services)
Plan and manage all conference food and beverage functions and offsite social events, including menus, guarantees, dietary restrictions, budgeting and payment
Manage housing blocks, monitor room block pickup and pattern to ensure no attrition paid, reserve hotel rooms and arrange payment details for Board members, Speakers, VIPs and staff
Collaborate with Communications staff to support conference promotions, before, during and after the conference
Create and manage conference budget and income collection to ensure fiscally responsible funds management, working within budget guidelines in order to track, measure and report expenses
Oversee conference schedule, prepare event specifications and run of show
Manage internal and external staff operations during the planning phase and onsite, as well as manage internal and external pre-conference meetings
Support the planning and execution of educational programming
Job Characteristics and Considerations
Excellent interpersonal skills: patience, teamwork/collaboration, listening skills, compassion, outgoing, tactful, flexible/willing to adapt, professional
A "rolled-up sleeves/get it done" approach to work and role
Ability to take direction and re-direction professionally as well as work independently
Regularly practices and demonstrates SAM’s Core Values in approach to work
Detail-oriented, with strong, effective organizational, problem solving and time management skills, including the ability to manage multiple tasks and deadlines simultaneously in a fast paced, deadline-driven environment
Must be a self-starter, flexible and adaptable to change, and work both independently and as a strong team player
Willingness and ability to travel outside of Austin for multi-day events
Willingness and availability for calls, meetings, and some project deadlines outside of normal business hours, when needed, due to the volunteer schedules
SAM is a hybrid work environment (work from home and office)
When working in office employees must be comfortable working in a completely open and flexible office space environment
Employee Experience
The SAM staff team and culture reflects passionate individuals who create meaningful experiences through engaging and creative service and by honoring a diversity of thought and experience.
Our values are defined by the active way in which we work to achieve them. In everything we do, it's critical that we consider the ways in which we: Build Trust, Seek Clarity, Stay Curious, Practice Empathy and Champion Growth. Learn more about our core values on our website.
SAM is committed to creating and maintaining an employee experience that provides meaningful recognition and incentives, fosters inclusivity and belonging, and ensures professional and personal development and growth.
The SAM Total Rewards program represents a robust, employee-driven engagement and incentive our program that intentionally addresses seven key elements that make up the comprehensive employee experience: Compensation, Benefits, Well-Being, Development and Support, Community Impact, Work Environment and Resources, and Diversity, Equity, and Inclusion. Learn more about Total Rewards on our website.
Experience & Skills Required and Preferred
Bachelor’s degree or professional industry related certification is preferred
Minimum of 3 years of meetings management experience, including the management of multi-day in-person and virtual conferences and events
Excellent verbal & written communication skills
Knowledge of Microsoft Office Suite and proficiency with a variety of computer/technology tools; preferably with Mac OS (SAM is a Mac environment)
Proficient knowledge of website systems and mobile event applications
Experience working with professional/trade associations/nonprofits is preferred
A "rolled-up sleeves/get it done" approach to work and role is necessary
Detail-oriented, with strong, effective organizational, problem solving and time management skills, including the ability to manage multiple tasks and deadlines simultaneously in a fast-paced, deadline-driven environment
Must be a self-starter, flexible and adaptable, and work both independently and as a strong team player
Comfortable managing with competing priorities and competing leadership styles
Must be comfortable in a completely open and flexible office space environment
Willingness and ability to travel outside of Austin for multi-day events
Willingness and availability for calls and meetings outside normal business hours, when needed, due to volunteer schedules
Strategic Association Management (SAM) is an association management company (AMC) providing professional management services for a diverse array of organizations. An AMC provides creative staffing, strategic and administrative solutions for association and non-profit organizations. At SAM, a team of experienced professionals takes care of day-to-day operations—increasing efficiency and enabling scalability—so volunteers are empowered to pursue their organization’s mission. Through long-term partnerships, our clients experience organizational sustainability, growth and, ultimately, transformation.
