Meeting Manager

Momentum Association Management•Madison, WI

1d•Remote

About The Position

Momentum Association Management is seeking a Meeting Manager to lead the planning and execution of conferences, annual meetings, educational programs, board meetings, and other events for association clients. The role owns assigned meetings from early planning through onsite execution and post-event closeout, managing timelines, budgets, venues, vendors, registration, speakers, and attendee experience. The Meeting Manager works closely with each client’s Executive Director, volunteer leaders, Momentum colleagues, and external vendors to deliver meetings that support association goals. Meetings vary in size and format and may be in-person, virtual, or hybrid. The role requires learning each organization’s priorities, leading several projects at once, and remaining composed when plans change. Travel for assigned meetings and site visits is required, including occasional evenings and weekends during events.

Requirements

At least five years of professional meeting or conference management experience, including independent responsibility for complex events.
Experience managing meeting budgets, venues, vendors, contracts, registration, and onsite operations.
Strong project management skills and the ability to manage multiple meetings with competing deadlines.
Excellent written and verbal communication with clients, volunteer leaders, speakers, vendors, and colleagues.
Sound judgment and the ability to solve problems calmly during live events.
Comfort learning event technology and working with a remote team.
Ability to travel for assigned meetings and site visits, including occasional evenings and weekends during events.

Nice To Haves

Experience with association or nonprofit conferences and volunteer-led committees.
Experience planning medical, healthcare, scientific, or other content-heavy meetings.
Familiarity with abstract submission and review processes, continuing education, or accreditation workflows.
Experience with Cvent or comparable registration and event platforms.
CMP or another relevant meeting credential.

Responsibilities

Serve as the operational lead for assigned in-person, virtual, and hybrid meetings.
Develop and maintain project plans, production schedules, budgets, and meeting specifications.
Source venues and vendors, evaluate proposals, and negotiate and manage contracts.
Coordinate hotels, room blocks, food and beverage, audiovisual services, meeting technology, and transportation as needed.
Develop function schedules, room assignments, session logistics, and onsite staffing plans.
Lead onsite preparations and operations, resolve issues promptly, and keep client leaders informed.
Work with client leaders and volunteer committees to turn program plans into well-organized events.
Coordinate speaker communications, deadlines, presentation materials, and session details.
Build and manage registration, including attendee categories, pricing, confirmations, changes, refunds, and onsite check-in.
Ensure attendees, speakers, volunteers, sponsors, and exhibitors receive clear information and responsive support.
Coordinate abstract programs and continuing education logistics when applicable, working with appropriate client leaders and specialists.
Develop and monitor meeting budgets, registration trends, vendor expenses, and revenue projections.
Review invoices, track contractual commitments, and reconcile meeting expenses and revenue.
Coordinate exhibit and sponsorship logistics and fulfillment with the colleagues responsible for those relationships.
Prepare post-meeting financial summaries and recommendations for future events.
Partner with each assigned client’s Executive Director to understand meeting goals, priorities, and decision-making processes.
Give client leaders clear updates on progress, budgets, upcoming decisions, and risks.
Coordinate Momentum colleagues and external vendors to keep responsibilities and deadlines clear.
Lead post-meeting debriefs and maintain event records, templates, and lessons learned.
Learn assigned clients, meeting histories, contracts, and goals; build relationships with volunteer leaders and Momentum teammates; and take ownership of active timelines, budgets, and vendor communications.
Lead assigned meetings with a dependable planning rhythm and communicate what is on track, what decisions are needed, and where risks require attention.
Deliver meetings from planning through financial closeout and use attendee feedback and event results to recommend improvements to future programs and meeting processes.

Benefits

Health, dental, and vision coverage.
Two BCBS medical plan options, with a $500 monthly employer contribution toward the selected plan.
Dental and vision coverage that is 100% employer-paid, including family coverage.
$100,000 in basic life insurance and long-term disability coverage, both fully paid by Momentum.
401(k) with a safe harbor company match: 100% of the first 3% contributed and 50% of the next 2%, up to 4% of salary; company contributions are immediately vested.
HSA with an annual company contribution for employees on the high-deductible plan, plus limited-purpose FSA and dependent care FSA options.
Voluntary supplemental coverage at group rates through payroll deduction, including accident, critical illness, hospital indemnity, additional life, legal services, pet insurance, and identity theft protection.
PTO and holidays.
Remote work.
Half Day Fridays all year long.