Meetings Manager

Strategic Association Management • Austin, TX

3d • Hybrid

About The Position

Strategic Association Management (SAM) is seeking a self-starter to manage and execute a variety of client and member-facing meetings and events as a Meetings Manager. The Meetings Manager plays a key role in planning and executing a wide range of in-person and virtual association meetings and events, including annual conferences, regional programs, board meetings, and other member-facing events. This role requires a highly organized and self-motivated project manager who thrives in a fast-paced, collaborative environment. The Meetings Manager brings strong attention to detail, excellent time management skills, and the ability to manage multiple priorities with flexibility and a positive, solutions-oriented approach. Success in this role requires a commitment to quality and accuracy, along with strong collaboration, initiative, and follow-through.

Requirements

• Minimum of 3 years of meetings management experience, including the management of multi-day in-person and virtual conferences and events
• Excellent verbal & written communication skills
• Knowledge of Microsoft Office Suite and proficiency with a variety of computer/technology tools; preferably with Mac OS (SAM is a Mac environment)
• Proficient knowledge of website systems and mobile event applications
• Detail-oriented, with strong, effective organizational, problem solving and time-management skills, including the ability to manage multiple tasks and deadlines simultaneously in a fast-paced, deadline-driven environment
• Must be a self-starter, flexible and adaptable, and work both independently and as a strong team player
• Strong interpersonal skills including patience, collaboration, good listener, compassion, outgoing, tactful, and professional
• Comfortable managing with competing priorities and competing leadership styles
• Ability to take direction and re-direction professionally as well as work independently
• Willingness and ability to travel outside of Austin for multi-day events
• Willingness and availability for calls and meetings outside normal business hours, when needed, due to volunteer schedules

Nice To Haves

• Bachelor's degree or professional industry related certification preferred
• Experience working with professional/trade associations/nonprofits is preferred

Responsibilities

• Responsible for overseeing all aspects of planning and execution of all in-person and virtual meetings and conferences for multiple partner associations
• Manage existing and new contracts with venues and third parties including but not limited to general services, audio visual, transportation, and security
• Create and manage appropriate meeting timelines, ensuring timely completion, and communicating status updates and clear expectations for conference execution
• Manage and strengthen vendor relationships to ensure clarity of and acceptance of the organization's goals and expectations
• Oversee service contracts and deliverables for all aspects of conference services including, but not limited to, general services, audio visual, transportation, etc.
• Manage exposition hall and exhibitor deliverables and ensure compliance with venue guidelines (general services, audio visual requirements, budgeting, customer services)
• Plan and manage all conference food and beverage functions and offsite social events, including menus, guarantees, dietary restrictions, budgeting and payments
• Manage housing blocks, monitor room block pickup and pattern to ensure no attrition paid, reserve hotel rooms and arrange payment details for Board members, Speakers, VIPs and staff
• Collaborate with Communications staff to support conference promotions, before, during and after the conference
• Create and manage conference budget and income collection to ensure fiscally responsible funds management, working within budget guidelines in order to track, measure and report expenses
• Oversee conference schedule, prepare event specifications and run of show
• Manage internal and external staff operations during the planning phase and onsite, as well as manage internal and external pre-conference meetings
• Support the planning and execution of educational programming

Benefits

• SAM Total Rewards program represents a robust, employee-driven engagement and incentive our program that intentionally addresses seven key elements that make up the comprehensive employee experience: 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: Associate degree