Senior Manager, Meetings and Exhibits

Job Locations US-PA-Philadelphia
Category
Meetings and Exhibits
Type
Regular Full-Time

Overview

The Senior manager of Meetings & Exhibits will provide a high level of meeting management expertise to the Senior Managing Director of Meetings, Events, and Exhibits and to the Association overall.  This individual will be a senior-level meeting professional with exceptional organziational skills.  In saddition, the Senior Meetings Manager will be highly detail-oriented, with at least 5-7 years of meetings and exhibits experience; 3 years of which should be as the primary manager within a meetings department.  The Senior Meetings Manager will possess the ability to take-charge and work with internal and external customers to produce world-class meetings and events of up to 24,000 attendees.  The Senior Meetings Manager must have a strong background in sourcing meetings and hotel contract negotiation. The Senior Meetings Manger will have taken and passed the CMP exam.  The person will also take an active role in local PCMA events for the GPPCMA.

Responsibilities

  •  Manages meetings and exhibits logistics as they relate to requests for proposals, site recommendations and visits, contract pricing and negotiations, and budget management.
  • Communicates in a timely manner with attendees, VIPs, staff and multiple vendors on logistics, registration, housing and audiovisual requirements.
  • Creates written reports on each meeting managed, regarding hotel/convention center service, vendor performance, and other relevant aspects.
  • Contracts with and manages vendors including decorator, audiovisual services, exhibits management, catering services and entertainment.
  • Negotiates volume pricing with hotels, ground transportation, and third parties. Reviews all hotel contracts.
  • Acts as staff liaison to relevant committees and works cross functionally with various departments within the AACR.
  • Travels to meetings to manage on-site events, working extended hours including standing and walking for long periods of time, to support events that are scheduled on weekends and during evening hours.
  • Conducts bill reconciliations and post-meetings follow-up and assessment.
  • Supports the Director of Meetings with work related to the AACR Annual Meeting
  • Works in a team environment and collaborates with other departmental managers and support staff.
  • Performs the essential functions of the position and other tasks as required.
  • Acts as supervisor for the conference center and manages the conference center coordinator.
  • Oversees assigned duties for the Annual Meeting.
  • Supports Director of Meetings with the housing for the Annual Meeting.
  • Plans, executes, and manages scientific meetings, workshops and conferences with up to 3,000 attendees.
  • Sources meeting venues and negotiates contracts.
  • Contracts with and manages vendors including decorator, audiovisual services, exhibit management, catering services and entertainment.
  • Works extended hours and days that involve standing, quickly moving about in both the office setting and on-site during events.
  • Lifts and/or carries meeting materials weighing 10-20 pounds.
  • Uses the computer to run programs such as Microsoft Office Suite, Photo Shop, Access, etc. in performing administrative tasks related to meetings and exhibits.
  • Uses excellent communication skills in interacting with external and internal customers in the planning and execution of meetings, workshops and conferences.
  • Performs all the essential functions of the position.
  • Mentors and directly manages associates and/or coordinators.

Qualifications

  • Minimum 3-7 years’ experience in meeting planning, 3 of which are as manager. Scientific/medical Association experience a plus.
  • Highly skilled in sourcing, negotiation, and logistics management
  • Superior ability to prioritize and manage time.
  • 40% travel required, within the US and worldwide.
  • Strong interpersonal skills and the ability to work with diverse groups
  • Ability to manage multiple projects as well as people, multi-tasking skills.
  • Customer-driven with the ability to make good decisions
  • Excellent verbal and written communication skills
  • BA or BS degree required
  • CMP required
  • Advanced computer skills including Word, Excel, PowerPoint, Access, Adobe and Photo Shop; iMIS knowledge a plus.
  • Strong project management attributes that involve intricate planning, good detail and follow up.
  • Strong sense of professional business ethics, appearance and etiquette.

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