Meetings & Digital Events Manager

Association Headquarters•Mt Laurel Township, NJ

16d•Hybrid

About The Position

Association Headquarters is in search of a highly organized and detail-oriented individual for the Meetings & Digital Events Manager position . This role serves as the lead for multiple in-person meetings, including the Annual Governance Workshop, Mid-Year Board Meeting, Annual Board Meeting, and multiple CCM and CDMS exam development meetings. In addition, the person in the role will serve as the lead for multiple ad-hoc meetings throughout the year. This role is also responsible for project management and logistics related to the annual Virtual Symposium.

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Bachelor's degree preferred, high school diploma required.

Responsibilities

Provide meeting management and execution for in person and virtual meetings
Work with other team members to ensure seamless integration of meetings across departments as needed
Develop and manage meeting timelines
Manage food and beverage budgets, projections and ordering
Create vendor specifications as needed and manage proposals, ordering, quote review, etc. in alignment with meeting budgets (such as AV vendors, etc.)
Create set-ups sheets/staging guide
Create and maintain speaker database
Manage inventory, research, ordering, shipping, etc. related to meeting attendee supplies and gifts
Create and distribute meeting attendee travel surveys, housing lists and related attendee communications.
Research, order and manage any needed attendee transportation logistics
Manage meeting RFP creation and distribution, collection, and QA of proposals received and make site selection recommendations to supervisor
Develop, review and finalize meetings-related contracts with guidance from supervisor/meeting manager
Manage hotel/venue final invoice reconciliation
Ensure hotel and vendor payments are processed for payment in accordance with payment schedules
Development of event budget, creation, management and projections
Serve as main contact and project manager of the virtual meeting platform and virtual event
Manage the Call for Speaker process in keeping with timeline
Manage speaker invitation / denial process in keeping with timeline and work with education staff to ensure completion and accreditation
Manage event speakers and event programs
Manage and execute the live virtual event
Oversight of CCMC's Virtual Symposium Taskforce, including creating draft of meeting agenda and meeting book materials for Taskforce staff lead review/approval and post meeting materials
Review draft meeting minutes before posting and take minutes as needed
Take lead role for sponsorship sales and related deliverables
Work with Marketing Associate to develop and coordinate event marketing schedule and message content
Manage event registration, including successful site set-up/testing, launch and maintenance and reporting
Create post-event reports
Manage session recording deployment post event (editing, posting/distribution, communications)
Manage any speaker and staff training sessions in preparation of events
Work with education staff to create and deploy attendee evaluation
Manage event website content and updates with input from Marketing Associate