Meetings Manager, AAEM

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Meetings Manager

CLIENT ASSOCIATION: American Academy of Emergency Medicine, AAEM

POSITION(S) REPORTS TO: Executive Director


EXEMPT/NON-EXEMPT EMPLOYEE STATUS: Exempt (Minimum of 37.5 hours per week)


The Meeting and Administrative responsibilities include, but are not limited to, registration management; live and virtual meeting logistics and operations; site selection; hotel room block management and reporting; management of affiliate event logistics; and serving as staff liaison to committees, sections, interest groups and chapter division as assigned.

POSITION RESPONSIBILITIES (Minimum 37.5 hours/week)

  • Develop and oversee progress of operational plans, timelines, and contract and supply management for the Scientific Assembly and other programs as needed.
  • Manage RFP’s, contractual arrangements for department functions including but not limited to: convention centers, hotels, media suppliers, conference general service company/decorators, housing bureaus, audio visual, production, caterers, venues, registration, and transportation. Management and oversight of these contacts will include development and negotiations of product/service contracts, providing feedback about current level of product/service performance, and ensuring the work completed is according to standards of expectations for the Scientific Assembly and other programs as needed.
  • Manage, coordinate, and implement all aspects of the registration process from system set up, form processing, payment collection, reporting, coordinating registration materials for packet creation, badge printing, bag inserts, etc. and post-reconciliation for Scientific Assembly, MEMC and other educational programs as needed.
  • Manage the development of staff operations schedules and operations manuals for the Scientific Assembly.
  • Manage ship-out for the Scientific Assembly and other programs as needed.
  • Assist Executive Director in the budget development and monitoring of the Scientific Assembly as well as provide appropriate tracking and trending reports.
  • Manage the meeting supply inventory.
  • Maintain professional and high-functioning relationships with service providers including: venue staff, convention bureaus, decorators, caterers, housing vendors, a/v equipment vendors, production companies, and other vendors and service providers that support meeting planning efforts
  • Work with assigned AAEM Committees as a Staff Liaison, to include scheduling of regular calls/meetings, preparation of agendas and minutes, and general communication;
  • Develop, maintain, and provide regular status updates on project timelines.
  • All other responsibilities as assigned.


  • Education – Bachelor’s Degree preferred
  • Qualifications – Excellent organizational, verbal and written communication skills required. Word processing and spreadsheet skills in MS Office environment essential. Professional demeanor and attention to detail necessary including the ability to manage multiple projects simultaneously.


  • Travel 2-4 weeks per year
  • Some evening and weekend work as needed
  • Occasional lifting, up to 50 pounds

*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.)

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