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Details
Posted: 23-Sep-24
Location: Milwaukee, Wisconsin
Type: Full Time
Categories:
Meetings/Expositions/Events
Meetings Manager
CLIENT ASSOCIATION: International Society for Quality of Life Reserach, ISOQOL
POSITION REPORTS TO: Executive Director
EXEMPT/NON-EXEMPT EMPLOYEE STATUS: Exempt (Minimum of 37.5 hours/week)
POSITION REPORTS TO: Executive Director
EXEMPT/NON-EXEMPT EMPLOYEE STATUS: Exempt (Minimum of 37.5 hours/week)
GENERAL SUMMARY:
This position works closely with the Executive Director and all members of the ISOQOL staff team to ensure successful planning for and implementation of the International Society for Quality of Life Research (ISOQOL) Annual Conference (600-person conference) and in-person Board Meetings. The position implements all activities and events associated with and/or produced at the conference and other stand-alone meetings.
POSITION RESPONSIBILITIES: (Minimum 37.5 hours/week)
- Annual Conference – Logistics
- Working with the Executive Director to draft meeting budgets
- Developing, implementing and managing all aspects of the abstract submission process
- Creating detailed meeting space and function specifications
- Preparing all materials for and making all travel arrangements for the abstract planning meeting
- Managing all orders for and contracts related to food and beverage, audio-visual, decorating services, etc.
- Exporting and formatting abstract information to publisher of the JPRO abstract supplement
- Drafting and arranging for publication of the operations manual
- Planning and overseeing ship-out process
- Manage the meeting supply inventories.
- Leading RFP process for future annual conferences and helping select future locations, including maintaining relationships with hotel brands and negotiating contracts in partnership with the Executive Director.
- Organize site visits for potential future locations and coordinate with relevant hotel and CVB staff.
- Making hotel billing arrangements; reviewing and paying bill
- Working with the Executive Director to draft a staff meeting schedule and refine delegation assignments
- In partnership with the Communications and Marketing Manager, coordinate the creation and implementation of the Annual Conference mobile app
- Conveying reimbursement details info to speakers and other VIPs in partnership with the Administrative Coordinator
- Coordinate and implement all aspects of meeting registration processes in partnership with the Administrative Coordinators, Web Services Department, Information Services Department and others, including: database set-up, form processing, payment collection, etc.
- Record historical statistics and develop reports in partnership with the Administrative Coordinator for analysis by the Executive Director and ISOQOL Board of Directors
- In partnership with the Membership Manager and the Education Manager, coordinating workshop, symposia and any SIG-related programming.
- Annual Conference – Program
- Staff liaison for Planning Committee
- Staff liaison for Plenary Speaker planning calls
- Creating master schedule of all conference sessions
- Track and communicate with speakers regarding presentation times, poster and handout deadlines, etc.
- Reviewing speaker disclosures to identify conflicts of interest and bringing such conflicts to the attention of supervisor
- Drafting and disseminating conflict of interest disclosures for conference attendees
- Annual Conference – Onsite
- In partnership with onsite staff, set up staff office and oversee set up of registration area and poster hall
- In partnership with the Executive Director, plan for and attend the pre-con meeting with hotel staff
- Liaison with all hotel staff including event manager, food and beverage captains, etc.; includes reviewing all food and beverage charges daily
- Liaison with AV provider, decorator, and exhibitors
- Checking conference rooms to ensure appropriate AV and room set up
- Overseeing ship-back process
- Oversee all onsite-staff responsibilities
- In-person Board Meetings
- Disseminating RFP’s and analyzing responses; reviewing contract before Executive Director signs
- Making hotel billing arrangements; reviewing and paying bill
- In partnership with the Administrative Coordinator, determining attendees’ room and other onsite needs
- Arranging for necessary meeting services (e.g., audio/visual and food and beverage)
- Other Duties as Assigned
AMOUNT OF TRAVEL REQUIRED:
Approximately 3 weeks per year, including evenings and weekends. This includes both domestic and international travel.
EDUCATION/EXPERIENCE:
Bachelor’s degree preferred, excellent organizational and communication skills required. Strong attention to detail is a must. Team player. Ability to prioritize varied assignments and handle multiple projects. Proficiency in Microsoft Word, PowerPoint, and Outlook. Advanced knowledge of Excel required.
PHYSICAL REQUIREMENTS: (lifting, packaging, etc.)
PHYSICAL REQUIREMENTS: (lifting, packaging, etc.)
Minimal lifting required. Ability to move quickly within conference facilities.
*This position is located in downtown Milwaukee, WI and a minimum of two days onsite in the office (including Wednesday as an all-staff-in-office day) are a requirement of the role.
*Please apply to the role that best aligns to your experience and qualifications. We’ll discuss your interests and possible opportunities during an initial phone interview. (No need to apply to multiple opportunities.)
*Please apply to the role that best aligns to your experience and qualifications. We’ll discuss your interests and possible opportunities during an initial phone interview. (No need to apply to multiple opportunities.)
About Executive Director Inc.
EDI is one of the top five association management firms in the U.S., providing professional services for national and international medical, trade and scientific associations. Our 50 years of experience are a key asset to the associations we serve, with client relationships exceeding 30 years.
SUMMARY OF EMPLOYMENT BENEFITS- One of the top 5 largest association management companies worldwide employing 150 professionals. EDI manages 30 clients with national and international membership bases with events held globally.- Competitive salaries in the association management industry.- Flexible, fun, challenging work environment with advanced computer and support systems.- Team work environment.- Opportunities for skill development and career advancement.- Commitment to professional development.- Updated, contemporary office space.
More Jobs from This Employer
https://careers.wsaenet.org/jobs/20608633/meetings-manager-isoqol
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