Meetings Operations Manager

Kellen•Washington, DC

13h•Onsite

About The Position

The Meetings Operations Manager plays a critical role in supporting the planning, sourcing, and execution of meetings and events across a diverse client portfolio. This position centralizes key operational functions while supporting the Meetings team across multiple programs. The role requires strong organizational skills, fluency and comfort with tech platforms, attention to detail, and the ability to manage multiple priorities in a fast-paced, client-driven environment.

Requirements

4–7+ years of experience in meetings, events, hospitality, or a related field
Demonstrated experience in hotel sourcing and RFP processes
Material experience with Cvent and similar event technology platforms is required
Strong organizational and project management skills
Ability to manage multiple priorities in a fast-paced environment is essential
Excellent communication and collaboration skills

Responsibilities

Lead centralized RFP development and distribution utilizing Cvent or similar tools, ensuring consistency and efficiency across programs.
Manage hotel responses, compile reporting, and provide initial analysis for planner review.
Maintain organized sourcing templates and files for repeat programs and key destinations, while supporting proactive sourcing timelines to reduce last-minute requests.
Prepare clear and concise hotel summaries for both internal and client-facing use.
Supporting the planner team across client meetings by coordinating logistics, materials, and onsite execution as needed to ensure seamless program delivery.
Assist with signage production and materials management and provide onsite support for meetings and events as required.
Contribute to the development and documentation of standard operating procedures (SOPs) to improve consistency and efficiency across programs.
Utilize Cvent and other event technology platforms to support sourcing, reporting, and overall program needs.
Maintain strong working knowledge of event technology tools to support team needs and troubleshooting basic issues as they arise.
Support attendee data management and registration coordination in partnership with internal teams, ensuring accuracy and alignment across programs.
Track and report hotel commissions across programs, maintaining accurate and organized records.
Partner with Finance to support invoice and reconciliation processes and monitor commission status to ensure timely follow-up and collection.
Identify opportunities to improve tracking processes and enhance overall revenue capture.
Coordinate logistics for DC-based client and internal meetings, including conference room reservations, food and beverage planning, and overall meeting support.
Manage restaurant reservations and provide local planning assistance, while supporting small transient hotel blocks as needed.
Assist with coordination of CVB and hotel partner visits to the DC office.
Organize and maintain client materials and meeting files to ensure accessibility and efficiency across teams.
Support the clean-up and ongoing organization of storage areas, including the 11th floor, and develop simple, sustainable systems for inventory tracking and file management for shipping and billing purposes.