Meetings Manager

Strategic Association Management • Austin, TX

1d • $55,000 - $71,000 • Hybrid

About The Position

Strategic Association Management (SAM) is seeking a Meetings Manager to lead planning and execution of conferences, meetings, and events for a diverse portfolio of mission-driven associations. The role owns the event planning process, from developing budgets and negotiating contracts to coordinating logistics and leading onsite execution. The Meetings Manager works with clients, volunteer leaders, vendors, and SAM colleagues to deliver events that advance each association’s goals.

This position is suited to a highly organized, self-motivated professional who can manage multiple priorities, solve problems proactively, and maintain accuracy and attention to detail in a fast-paced, varied environment. The role is based in Austin, Texas, in a hybrid work environment, and reports to the Director of Meetings & Events.

Requirements

• At least 4 years of professional experience planning and managing meetings, conferences, and/or events, including multi-day, in-person events.
• Hands-on experience managing events from start to finish, including planning, budgeting, vendor coordination, onsite execution, and post-event evaluation.
• Skill in developing and managing event budgets, timelines, vendor relationships, and logistical requirements.
• Strong project management and organizational skills, with the ability to balance multiple events, deadlines, and client priorities simultaneously.
• Excellent written and verbal communication skills, including the ability to establish clear expectations, provide proactive updates, and collaborate with internal teams, clients, and external partners.
• Effective problem-solving skills and sound judgment, with the ability to anticipate challenges, adapt to changing circumstances, and identify practical solutions.
• Ability to work independently and collaboratively across shared teams while navigating competing priorities and varying leadership styles.
• Proficiency with event registration systems and mobile event applications.
• Willingness to travel for multi-day events, including occasional evenings, weekends, and meetings outside standard business hours.

Nice To Haves

• Bachelor’s degree in hospitality, event management, business administration, or a related field.
• Certified Meeting Professional (CMP), Certified Association Executive (CAE), or another relevant industry certification.
• Experience working with professional associations, trade associations, nonprofits, or association management companies.
• Experience working in agency-style or multi-client environments.
• Experience planning and managing large-scale, multi-day events with 1,000 or more attendees.
• Knowledge of Microsoft Office Suite and familiarity with Mac OS.
• Passkey experience.

Responsibilities

• Lead the planning, design, and execution of in-person and virtual meetings, conferences, and events.
• Align event strategy and execution with association goals, budgets, and attendee expectations.
• Develop and maintain event specifications and running schedules.
• Coordinate meeting space, audiovisual production, food and beverage, transportation, signage, and staffing.
• Oversee event safety, contingency planning, and onsite operations.
• Collaborate with internal teams on event marketing and attendee communications.
• Coordinate event information across registration platforms, websites, mobile applications, and other event technologies.
• Use Asana to manage event planning and execution, including timelines, tasks, assignments, and deadlines.
• Communicate project progress, anticipate challenges, escalate risks, and keep projects on track.
• Develop and manage event budgets, monitor revenue, expenses, and financial commitments, and recommend corrective actions for budget variances.
• Manage venue sourcing, RFPs, proposal evaluations, and contract negotiations using SAM’s established processes.
• Secure favorable agreements while managing financial and operational risks.
• Build and maintain vendor relationships and ensure contractual obligations and service expectations are met.
• Collaborate with volunteer Boards and committees on programming and attendee engagement.
• Manage registration, housing, and attendee services.
• Coordinate the needs of speakers, exhibitors, sponsors, volunteers, and VIPs.
• Lead event teams, coordinate planning meetings, and build relationships with association leaders, volunteers, and partners.
• Apply SAM’s established processes to ensure accurate documentation, timely completion, and consistent execution.
• Identify opportunities to improve efficiency, collaboration, and event outcomes.

Benefits

• Professional skill development through meaningful work, feedback, and learning opportunities.
• Employee well-being, connection, recognition, and belonging are emphasized in the organization’s people-centered culture.
• A comprehensive Total Rewards program spanning compensation, benefits, well-being, development and support, community impact, work environment and resources, and diversity, equity, and inclusion.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed