Meeting Manager

International Foundation of Employee Benefit Plans • Brookfield, WI

1d • $55,000 • Hybrid

About The Position

Summary: 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). Essential Duties and Responsibilities: This Position Description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Requirements

• The International Foundation will always consider candidates with an equivalent combination of education and relevant experience.
• 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.
• Excellent interpersonal, verbal and written communication skills, with strong commitment to customer service and professionalism.
• While formal supervisory experience is not required, candidates should have a 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.
• The individual will be required to travel both domestically and internationally up-to 35% of the time based on annual calendars. Generally, this will be 7-12 trips per year, each lasting approximately 4-10 consecutive days. For longer trips, the incumbent regularly works on each of the consecutive days, including during nights and weekends.
• Individual must be able to lift and maneuver crates and suitcases weighing 30-50 pounds; and occasionally up-to 100lbs in a team-lift capacity.
• When attending trips, events and meetings, the incumbent will be expected to walk long distances and may be expected to stand for extended periods of time.

Nice To Haves

• Prefer candidates whose experience includes hotel or convention center meeting management; but will consider other candidates with similarly-scoped meeting planning experience.

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.

Benefits

• Our incredible benefits package includes a comprehensive and affordable medical plan (which includes Teledoc), vision plan, dental plan, FSA (medical and dependent care), Employee Assistance Program (EAP), long term disability, short term disability, ample PTO (vacation, sick, holidays) and more!
• Our retirement plan includes a defined benefit (pension) plan AND a non-elective company 401(k) contribution AND a 401(k) matching contribution.
• Unique organizational perks include free Milwaukee County Zoo passes, an on-site fitness center with yoga, stretch, and strength training classes, mindfulness sessions, a bocce league, game nights, and even a cribbage club to name a few!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 51-100 employees