Meeting Manager

International Foundation of Employee Benefit Plans•Brookfield, WI

18h•Hybrid

About The Position

The Meeting Manager position is a highly visible, customer-facing role responsible for the logistical planning, coordination and implementation of assigned meetings, programs, conferences and symposiums for the International Foundation. These meetings have attendee counts of 5 to 6,000, with varying complexity in schedules and programming. The ideal candidate is highly organized, detail-oriented, can multi-task and thrives in a fast-paced, collaborative environment focused on delivering exceptional attendee experiences. This role is the second of three progressively responsible Meeting Management positions in the organization (Associate Meeting Manager, Meeting Manager, and Senior Meeting Manager).

Requirements

A Bachelor’s Degree in business administration, communication, hospitality management (or related field) and/or CMP designation is required.
Minimum of 3 years’ relevant, professional experience in meeting management.
Prefer candidates whose experience includes hotel or convention center meeting management; but will consider other candidates with similarly-scoped meeting planning experience.
Excellent interpersonal, verbal and written communication skills, with strong commitment to customer service and professionalism.
Demonstrated ability to lead and direct the activities of others.
Prior experience working with or overseeing the activities of transportation, housing/hospitality, catering, A/V, and other meeting-related personnel is critical.
Strong project management, organizational, prioritization, and time management skills are essential for success.
Must exercise discretion, deal with obstacles/difficulties, multi-task, resolve issues professionally, calmly and efficiently, using independent, knowledgeable judgment and perform duties with minimal supervision and direction.
Demonstrated understanding of and proven competency working with contracts and legal agreements, related to meeting planning.
Ability to establish, manage, and meet event budgets.
Proficiency in Microsoft Office (Outlook, Excel, Word), and meeting management tools such as Cvent, Smartsheet, and/or social tables is essential.

Responsibilities

Define and manage meeting space and room block requirements for educational programs. Evaluate general and specific meeting objectives to ensure space aligns with program needs. Oversee housing blocks and monitor room pickup to minimize or avoid attrition penalties.
Evaluate RFPs and make recommendation on location and facility including accommodations, meeting facilities and support services available to best maximize the effective utilization of the selected facility.
Coordinate and participate in site inspections for select programs.
Contribute to budget preparations, tracking and reconciliation of meeting expenses.
Manage pre-planning meetings with Educational Programs team; coordinate all information for meetings and events and disseminate appropriately.
Develop meeting specifications including timeline, food and beverage menu selections, room set-up, audio visual, technology, VIP requirements, signage, transportation and housing.
Initiate proposals with vendors; negotiate and manage vendors and contracts.
Determine staffing requirements during the program. This includes vendor selection, scheduling, contracting, training, overseeing and invoicing.
Responsible for the attainment, delivery and set up of all materials (e.g., program materials, registration packets, signage, audio visual equipment, displays).
Coordinate attendee information, confirmation letters, registration and customer service needs prior to and during the conference.
Lead onsite execution of the program, registration, food and beverage functions, audio visual, meeting room set-ups, shipping arrangements and monitoring sessions, risk management and other logistical details.
Troubleshoot and solve onsite problems seamlessly.
Upon completion of program, provide evaluation and feedback concerning logistical aspects of the function regarding meeting facilities, vendors, staffing providers and other services. This will include recommendations to ensure future success.
Track statistics for attendance, expenses, registration and hotel history.
Collaborating with third-party booking agent regarding the site selection process for meetings, conferences and programs.
Monitoring and advising third party booking agent on acceptable contract terms with hotels and convention centers. Keep track and maintain contracts for hotels and convention centers to ensure execution of all contract terms.
Helping to create and maintain the master meeting schedule.