Meeting Manager, TEAM

Pennsylvania Medical Society•Mechanicsburg, PA

30d

About The Position

This position works as part of a team of meeting managers to handle all of the meeting management (virtual and in-person) needs of the TEAM client organizations. This position is responsible for all aspects of association meeting planning and event coordination, ensuring that ongoing and new meetings requested by clients are professionally managed and clients are satisfied with the department’s meeting services. This position will also coordinate with client Executive Directors.

Requirements

3 to 5 years of meeting planning experience, Medical meeting experience with CME process and management a plus
Bachelor’s Degree preferred
Knowledge of industry standards and practices
Interpersonal skills
Well-developed verbal and written communication and negotiation skills
Ability to handle multiple priorities
Skilled in Microsoft Office Products including TEAM, Outlook, Word, PowerPoint and Advanced Excel
Ability to follow and maintain budgets
Ability to work in a deadline oriented, high pressure environment
Valid State Issued Driver’s License

Responsibilities

Serve as liaison between Executive Directors, Association Coordinators, Program Chair, Board, faculty/speakers, meeting facility (usually hotels), exhibitors, and attendees to assure that all aspects of the meeting are successfully coordinated.
Management of the site selection process which may include the development of RFP’s, completing site comparisons, and analyzing proposals. Makes recommendations to the Program Chair and Board for the meeting dates and sites.
Negotiate the procurement and contract process by identifying vendors, products and services, and contract terms with meeting facilities to assure that client organizations are receiving the most favorable terms and prices possible; this includes the identification of outside contractors such as audio visual and production companies, drayage and decorating services, air and ground transportation, destination management companies, virtual and hybrid meeting technologies, etc.
Coordinate with TEAM marketing department for pre-meeting publicity, which may include securing mailing lists, preparing advance postcards, advertisements and journal notices, meeting registration brochures, and electronic notices.
Develop and/or coordinate with outside vendors and TEAM marketing department for meeting websites and meeting applications.
Create and adhere to detailed timelines to ensure that all aspects of the meeting proceed in a timely manner.
Identify problematic situations which may arise during the meeting planning process, including deviations from the timeline, and call them to the attention of the Executive Director and/or Program Chair, as appropriate.
Coordinate with TEAM marketing department for corporate financial support with exhibitor and sponsorship opportunities.
Plan and coordinate all special events which occur in conjunction with the meeting, including receptions, banquets, award presentations, golf or tennis tournaments, spouse/child events, tours, etc.
Procure, manage, and coordinate with internal departments for educational grants and sponsorships, completing applications, reviewing agreements, adhering to restrictions within funding agreements, preparing detailed revenue/expense budget for each educational grant, reporting back to the grantor and others regarding the use of those funds.
Coordinate registration for the meeting and optional events.
Be well versed in virtual and hybrid meeting platforms.
Act as primary liaison with meeting facility and personnel to assure details of their participation, including arrival/departure times, confirmation of honorarium, travel and lodging arrangements, AV needs, securing necessary CE forms, post-meeting thank you letters, etc., are in place.
Oversee all on-site management, from planning to wrap-up, by maintaining a physical presence for the duration of the event; identifying and solving all problems which may occur during the meeting.
Prepare detailed revenue/expense budget for meeting, assure adherence to budget, process and track all expenses and revenue, prepare post-meeting financial report for Executive Director and Board review. Budgets range from hundreds of dollars to hundreds of thousands of dollars.
Secure CE credits as necessary, to include maintaining familiarity with CE regulations, completing all paperwork, obtaining disclosure forms from faculty and vendors, resolving potential conflicts as needed, and developing evaluation forms, etc.
Interact with meeting management team to share ideas, identify solutions to problems, keep up with developments in the profession, and offer support and assistance to ensure that client meeting needs are being met.
Work cooperatively with the team of meeting managers, assisting each other as necessary during peak periods.
Actively assesses and improves contributions to company culture by practicing advocacy meaningfully, encouraging and respecting individuals' ideas and experiences, elevating colleagues' confidence to bring their whole and best selves to work, and navigate all communication based in active listening and thoughtful dialogue.