Senior Meetings Manager
CLIENT ASSOCIATION(s): Society of Behavioral Medicine (SBM)
POSITION REPORTS TO: Executive Director, SBM
DIRECT REPORTS: Meetings Manager, SBM
EMPLOYEE STATUS: Exempt, Full-time (Minimum of 37.5 hours/week)
ROLE TYPE/LEVEL: Mid Level
CLIENT/DEPARTMENT OVERVIEW:
Founded in 1978, the Society of Behavioral Medicine (SBM) is a non-profit organization that brings together multiple independent disciplines – from nursing, psychology, and medicine to public health – to provide new perspectives and progress on human behavior, health, and illness. SBM is the leading forum for more than 2,400 behavioral and biomedical researchers and clinicians to study the interactions and relationships between behavioral, physiological, and biochemical states, and morbidity and mortality. The many disciplines we represent (and all our members) are part of an exclusive interactive network for education and collaboration on common research – as well as having access to dialogue and exchange on the latest clinical and public policy concerns regarding prevention, diagnosis and treatment, rehabilitation, and health promotion.
JOB OVERVIEW:
This position works closely with the Executive Director and Meetings Manager to ensure successful planning for and implementation of the society’s Annual Meeting (1,800-person conference with poster hall and exhibits), in-person Board meetings, and other events as needed.
POSITION RESPONSIBILITIES (minimum of 37.5 hours/week):
- Annual Meeting planning and implementation:
- Creating detailed meeting space and function specifications
- Creating master schedule of all meeting sessions
- Serving as staff liaison for Planning Committee
- Working with the Executive Director to draft a meeting budget
- Developing, implementing, and managing all aspects of the abstract submission process, including online portal software
- Reviewing speaker disclosures to identify conflicts of interest and bringing such conflicts to the attention of supervisor
- Preparing all materials for and making all travel and lodging arrangements for planning meeting
- Managing all orders for and contracts related to food and beverage (F&B), audio-visual (AV), decorating services, and insurance
- Exporting abstract information to publisher of the Annals abstract supplement
- Drafting and arranging for publication of the operations manual
- Conveying lodging/travel/honoraria info to speakers
- Planning and overseeing ship-out process
- Overseeing all Meetings Manager Annual Meeting responsibilities
- Leading RFP process for future annual meetings and helping select future locations, including maintaining relationships with hotel brands and negotiating contracts
- Responsibility for the annual meeting mobile app, registration system, and hotel booking portal
- Staying informed of events industry trends and best practices to ensure an innovative and engagement Annual Meeting
- Annual Meeting on-site duties:
- Setting up staff office and overseeing set up of registration area and poster/exhibit hall
- With Executive Director, planning for and attending the pre-con meeting with hotel staff
- Liaison with all hotel staff including event manager, F&B captains, etc.; includes reviewing all banquet event orders (BEOs) and rooming/no-show list daily
- Liaison with AV provider and decorator
- Checking meeting rooms to ensure appropriate AV, F&B, and room set up
- Overseeing ship-back process
- Overseeing all Meetings Manager on-site responsibilities
- Annual Board meeting:
- Managing all logistical and operational aspects of the annual in-person Board meeting
- Disseminating hotel RFPs and analyzing responses; reviewing contract before Executive Director signs
- Making hotel billing arrangements; reviewing and paying bill
- Determining attendees’ room and other on-site needs
- Arranging for necessary meeting services (e.g., AV and F&B)
- Conveying Board member logistical information to Executive Director prior to the meeting
- Other Duties as Assigned
SKILLS AND QUALIFICATIONS:
- Details and results oriented
- Outstanding interpersonal, organizational, and communications skills
- Demonstrated ability to work independently and in a team environment
- Ability to manage and prioritize multiple tasks with competing deadlines
- Computer proficiency, particularly in Microsoft 365 suite and Excel, required
EDUCATION/EXPERIENCE:
Bachelor’s degree preferred. Meetings/events experience preferred.
TRAVEL REQUIRED:
Approximately 2 weeks per year. Limited weekend and evening work required.
WORK ENVIRONMENT:
This is a full-time position located in our office 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.
PHYSICAL REQUIREMENTS: (lifting, packaging, etc.)
Minimal lifting up to 50 pounds may be required. Ability to move quickly within meeting facilities.
ADDITIONAL INFORMATION:
Attendance at the Annual Meeting, in-person Board meeting, and client site visits is required. Early morning, evening, and weekend work may be required to meet client needs.