The Meetings Manager is responsible the overall planning, organization, development, and implementation of all logistical arrangements for FSI Events giving great attention to detail, while maintaining high standards of customer service. FSI Events include OneVoice, FSI Forum, Capitol Hill Day, State Capitol Days, webinars and any other FSI meetings as directed. These arrangements include, as appropriate: hotel rooms and meeting space allocation, food and beverage services, audio visual equipment, speaker management, council management, ancillary events, materials and services from hotel and other third-party vendors, on-site meeting management, and review and reconciliation of appropriate payments and budgets.
Duties & Responsibilities:
Ability to see the “big picture” and meet objectives in all stages of event planning, design, and production.
Management of all project elements within time limits and on budget.
Management and organizational skills needed to oversee and manage all event details such as decor, catering, entertainment, transportation, location, speakers, VIPs, audio visual equipment, room sets, promotional materials, etc.
Effectively negotiate terms and conditions with event venues and partners to meet service expectations and ensure appropriate expense management.
Management of event speakers’ logistical needs; updating program, event mobile app and website with ongoing edits and organizing speaker prep calls.
Lead the FSI webinars by training staff and speakers on the platform, coordinating logistics and hosting live and on-demand webinars for members.
Assist in budget development and oversee tracking and reconciliation of all event expenditures to stay within or below budget.
Supports FSI Councils by coordinating council meetings, assisting council chairs in distributing agendas and other materials, attending council meetings, ensuring deadlines are met and otherwise participating as necessary.
Prepare and compile routine and ad hoc status reports on event activities such as meeting statistics, attendee satisfaction surveys, metrics and pre- and post-event reports.
Effectively collaborate with both internal and external customers, identify their needs, and ensure customer satisfaction.
Proactively anticipate, develop and implement contingency plans, as needed onsite.
Perform other duties and responsibilities as assigned or required.
· Bachelor’s Degree, with a minimum of 3 - 5 years meeting planning experience.
· Association background and Certified Meeting Professional (CMP) a plus.
· Strong time management and communication skills, both verbal and written.
· Solid decision making and problem-solving skills.
· Consistently displays a proactive, positive, customer service focus and demonstrates a dedicated sense of urgency in serving their interests.
· Demonstrated ability to negotiate favorable terms and conditions with vendors.
· Demonstrated ability to remain flexible, compromise, manage multiple priorities and stay highly organized, influence others; work well under pressure; meet deadlines.
· Ability and versatility to work both independently as well as collaborate with internal and external customers.
· Proficient in Microsoft Office and experience working with database applications.
Essential Job Functions & Working Conditions:
· Required business travel throughout the United States (up to 10%), including work on nights and weekends as necessary.
About Financial Services Institute
The Financial Services Institute (FSI) was founded in 2004 with a clear mission: to ensure that all individuals have access to competent and affordable financial advice, products and services delivered by a growing network of independent financial advisors and independent financial services firms.
At FSI, everything we do starts and ends with working to create a healthier, more business-friendly regulatory environment for our members – the independent financial services firms and independent financial advisors who provide affordable, unbiased advice to hard-working Main Street Americans.