Meetings Manager
CLIENT ASSOCIATION: American Academy for Cerebral Palsy and Developmental Medicine (AACPDM) (50%)
POSITION REPORTS TO: Executive Director
EXEMPT/NON-EXEMPT EMPLOYEE STATUS: Exempt
GENERAL SUMMARY:
Under general supervision, candidate shall be responsible for various administrative duties as listed below that assist with the management of the American Academy for Cerebral Palsy and Developmental Medicine (AACPDM). This is an exempt position and reports to the Executive Director.
The Meetings Manager provides general administrative support for the AACPDM Annual Meeting, Spring Virtual Courses, eCourses, Manages the Education Committee and coordinates with platforms for each offering. This position aides in the successful planning and implementation of these meetings with a focus on the registration and logistics. It also serves as a point of contact for inquiries relating to these meetings.
POSITION RESPONSIBILITIES (Minimum of 37.5 hours/week):
Assist with general responsibilities for the meetings department that may include, but are not limited to:
- Assist with managing AACPDM meeting planning efforts: oversee RFP process, negotiate contracts, coordinate meeting room requirements, work with various vendors for meeting management (i.e. A/V, Expo Services, Catering, Recording Services, Abstract Management, etc.), and prepare and organize supplies, equipment, hand-outs, and evaluations for meetings;
- Develop and edit promotional materials for the annual meeting which includes: Call for Papers, Preliminary Program, Save the Date Postcard, Final Program, advertisements, broadcast emails and social media schedule;
- Oversee production of the abstract supplement;
- Market the annual meeting with specific postcard mailings, broadcast emails, and social media messaging where other society lists are bartered or purchased;
- Manage and communicate with invited guest and award speakers and all course presenters;
- Assist with the creation and management of the annual meeting budget;
- Creation of the sponsorship/exhibitor prospectus;
- Coordinate exhibit application process. Oversee assignment of exhibit spaces, sponsor and exhibitor registration, sponsor promotion and on-site management;
- Work under the direction of the AACPDM Scientific Program Committee Chair and the First Vice President for the annual meeting;
- Distribute meeting agendas and materials, record meeting minutes to the Scientific Program Committee;
- Perform site visits and analysis of future AACPDM annual meeting venue locations;
- Develop and create the Annual Meeting mobile application for on-site use;
- Manage all ACCME documentation and complete annual reports for reaccreditation;
- Oversee all on-site staff and the registration desk, perform daily room checks, be main contact for all on-site personnel;
- Develop and have printed all on-site signage and banners;
- Submit and request changes for the AACPDM website as needed or requested;
- Staff Liaison and main office contact to the following committees: Scientific Program, Multimedia Education and Continuing Education;
- Recommend operational process improvements to eliminate reoccurring issues or potential new issues;
- Provide backup for the Executive Director when needed;
- All other duties as assigned.
Registration/Meeting Coordination
- Coordinate and implement all aspects of meeting registration processes including: database set-up (through iMIS), form processing, payment collection and confirmation distribution, and manage onsite registration desk at live events;
- Coordinate and implement all aspects of registration materials needed including attendee packet creation, bag inserts/stuffing, registration forms and ship out with the input from appropriate staff as needed;
- Maintain accurate reports for educational activity analysis including registration pace reports, attendee analysis reports, budget comparison reports, etc.;
- Coordinate with appropriate staff for distribution of meeting-related broadcast emails (registration and housing deadlines, etc.);
- Track and communicate with speakers regarding presentation times, poster and handout deadlines, etc.
- Develop and implement ship-out (timelines and processes) for all live meetings and activities;
- Develop and have printed all on-site signage and banners;
- Manage the meeting supply inventories;
- Populate meeting mobile applications for on-site use;
- Submit and request changes for the meeting websites, as needed;
- Coordinate production of online abstract supplements
Online/Virtual Educational Programs
- Coordinate and facilitate educational programs (i.e. online courses)
Other
- Assist Executive Director and other meetings team members with providing administrative support to Societies’ leadership, including but not limited to, travel for committee members or meeting delegates;
- All other duties as assigned
AMOUNT OF TRAVEL REQUIRED: Approximately 3 weeks per year, including some evenings and weekends.
EDUCATION/EXPERIENCE REQUIREMENTS:
- Bachelor’s degree preferred.
- Detail-oriented with outstanding organizational and critical thinking skills.
- Exceptional written and verbal communication skills.
- Demonstrated ability to work independently and in a small team environment.
- Ability to prioritize varied assignments and handle multiple projects.
- Computer proficiency required, especially in Word, Excel, Outlook and PowerPoint.
- Experience in meeting planning a plus.
*This position is located in downtown Milwaukee, WI and a minimum of two days onsite in the office are a requirement of the role
*EDI requires new hires to be fully vaccinated against COVID-19, unless a medical or religious exemption applies and is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized CDC COVID-19 vaccine primary series regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination.