Senior Meeting Planner

Impact Association Management

9h • $58,000 - $72,000 • Remote

About The Position

We are actively searching for a Senior Meeting Planner (SMP) to add to our team. If you have experience managing meetings, conferences, and webinars for associations or non-profits, are an amazing multi-tasker, thrive while working independently, learn new programs quickly, are ridiculously organized, and would list leading and implementing programs for increased attendance and revenue as some of your best skills, we want to hear from you! We are excited to offer a flexible, remote-first work environment. Our employees work remotely across the country.
Founded in 2006, we are an Association Management Company (AMC) that specializes in managing medium-sized associations led by volunteers. Our clients are associations in a wide variety of industries and range from local chapters to international organizations and professional societies. Learn more about us at ImpactAMC.com.
This is a unique opportunity to work with a number of association clients, providing full-scope event management services for small to mid-sized meetings and events. The primary job of a SMP is to successfully execute all meetings included under the contracted scope of services for their clients. While an SMP’s responsibilities can vary depending on a client’s size and structure, they often act as a primary point of contact for the client and are responsible for fulfilling daily event-related needs and ensuring smooth functioning of their client teams. Depending on the client, SMPs may work under the direction of a Meeting Director (MD).
Typical meetings are 1-3 days in length, have 50-100 attendees, sponsors, a small number of exhibitors, poster sessions, keynote and breakout sessions, and off-site receptions. This position will be full-service in nature, managing all aspects of the meeting process.

Requirements

• Minimum of 5-8 years of full-scope, professional meeting management experience
• Bachelor’s degree required
• Employees must be consistently available during Impact’s core work hours: 9:00am - 3:00pm Central Time.

Nice To Haves

• Experience working with/for professional and trade associations
• International meeting planning experience
• Experience with scientific conference management, including abstract submissions, review and organization, poster coordination, and support of scientific meeting programming.

Responsibilities

• Lead the full event lifecycle, including planning timelines, deadline tracking, and progress updates.
• Manage all logistics and details for conferences, meetings, and events, including on-site execution and post-event activities (e.g., surveys, budget reconciliation).
• Oversee continuing education programming, including CE tracking and submission, abstract submission, speaker, and moderator management.
• Coordinate and support all event volunteers, including training.
• Regularly update procedures and maintain accurate documentation for all work completed.
• Develop and execute marketing and communication plans to promote events and increase engagement.
• Compile, format, and distribute content and documents for client events and communications.
• Review and coordinate outgoing client mailings.
• Create, test, and manage event registration platforms.
• Recommend, implement, and support technology tools used for meetings, communications, or content delivery.
• Input and manage content across various platforms, including websites, databases, and learning systems.
• Support and guide meeting committees through regular communication, material preparation, and meeting facilitation.
• Provide comprehensive speaker management, including communication, content collection, and on-site support.
• Manage sponsor relationships, including outreach, materials, deliverables, and onsite needs.
• Delegate and oversee work of assigned team members (e.g., Meeting Coordinators and Meeting Interns) when applicable.
• Proactively keep their client teams up to date on work, priorities, and progress.
• Develop and implement strategies to increase attendance and revenue.
• Collaborate with clients and internal teams to align event plans with client goals.
• Attend client events and professional development conferences throughout the year.

Benefits

• A flexible work environment
• The opportunity to work remotely
• Four hours of flex time each week
• Optional half-day on Fridays once all hours are completed
• Impact offices close for a full week of paid holiday time: At the end of June for our annual “Summer Break” and Between Christmas Eve and New Years Day
• All employees receive one day of paid PTO to use as a “floating holiday” each year
• Regular paid professional development opportunities
• Opportunities for advancement and internal movement
• Monthly social events and regular team activities such as games, book clubs, informal chats, and more
• Paid group volunteer opportunities with local organizations
• Open and accessible communication with leadership
• Encouraged company-wide recognition
• An inclusive work environment
• Paid time off
• medical
• dental
• vision
• 401K
• paid holidays
• life insurance
• short/long term disability
• wellness
• Company-provided equipment and technology

What This Job Offers

• Job Type: Full-time
• Career Level: Senior