Meetings Manager

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

Overview

Organizational Profile:

 

The American Association for Cancer Research (AACR), with more than 54,000 members residing in 130 countries, is the first and largest organization in the world dedicated to advances in all areas of high-quality, innovative cancer research.  Its mission is to prevent and cure all cancers.  The programs and activities of the AACR foster the exchange of new knowledge among scientists and physicians in the cancer field as well as in related biomedical sciences.  AACR publishes eight peer-reviewed scientific journals and an award-winning magazine for cancer patients and their loved ones; convenes topical scientific conferences and an annual meeting that draws more than 22,500 participants; offers educational workshops that train young investigators in a variety of scientific and clinical areas; funds fellowships, career development awards, and research grants for both senior and junior investigators; raises public awareness of the progress in and reasons for hope in the biology, detection, diagnosis, treatment, and prevention of cancer; engages actively in advocacy for increased federal research funding and other national policies that accelerate progress against cancer; and interacts with regulatory agencies to support regulatory science and policy.

 

Job Summary:

 

The Meetings Manager will provide a high level of meeting management expertise to the Senor Director of Meetings and to the Association overall. This individual will be a mid-level meeting professional with exceptional organizational skills. In addition, the Meetings Manager will be highly detailed-oriented, with at least 3-5 years of meetings experience; 1 year of which should be as the manager/coordinator within a meetings department. The 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 2500 attendees.

Responsibilities

  • Manages meetings logistics as they relate to requests for proposals, site recommendations and visits, contract pricing and negotiations, and budget management.
  • Provides sourcing through Hop Skip for scientific meetings, workshops, and conferences.
  • Management and oversite for virtual meetings as well as live, in person meetings.
  • 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 Senior Director of Meetings and Director of Exhibits 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.
  •  

Qualifications

  • Minimum 3-5 years’ experience in meeting planning, 1 of which are as manager. Scientific/medical Association experience a plus.
  • Has experience with managing large meetings and is familiar with convention center logistics.
  • Has experience with setting up and overseeing virtual meetings; familiar with virtual platforms for meetings.
  • Plans, executes, and manages scientific meetings, workshops and conferences with up to 3,000 attendees.
  • Lifts and/or carries meeting materials weighing 10-20 pounds.
  • Highly skilled in contract negotiations and logistics management.
  • Superior ability to prioritize and manage time.
  • 40% travel required, within the US and Canada.
  • Strong interpersonal skills and the ability to work with diverse groups.
  • Ability to manage multiple projects as well as people
  • Demonstrates multi-tasking skills.
  • Customer-driven with the ability to make good decisions.
  • Excellent verbal and written communication skills.
  • Strong project management attributes that involve intricate planning, good detail and follow up.
  • Strong sense of professional business ethics, appearance and etiquette.

 

Education and Training:

 

  • BA or BS degree or higher, CMP a plus but not required at this level.

 

Computer Knowledge:

 

  • Advanced computer skills including Word, Excel, PowerPoint, Access, Adobe.
  • Uses the computer to run programs such as Microsoft Office Suite in performing administrative tasks related to meetings and exhibits.

 

How To Apply:

  • Please submit your cover letter and resume (including salary expectations) to:

 

Equal Opportunity Employer

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