Senior Meeting Planner

American College of Surgeons•Chicago, IL

7d•$83,000 - $92,000•Hybrid

About The Position

The Senior Meeting Planner oversees the strategic planning, execution and continuous improvement of ACS meetings, including face-to-face, virtual, and hybrid formats. This role applies critical thinking to develop creative solutions, anticipate challenges and balance competing priorities while delivering quality meeting experiences. The Senior Meeting Planner serves as a partner to internal stakeholders, volunteer leadership and external vendors leading complex venue and vendor negotiations, managing budgets and managing all operational aspects of assigned meetings. Success in this role requires the ability to manage multiple stakeholders and competing priorities, influence decision making, implement innovative meeting strategies, and industry best practices to enhance program effectiveness and attendee engagement. This exempt position will report to the Senior Meetings Manager in the Department of Convention and Meetings. It is based in our Chicago office and is a hybrid role: 3 days per week in the office/2 days per week remote.

Requirements

Bachelor’s degree or equivalent professional experience is required.
Minimum of five (5) years of progressive experience in meeting planning or conference management experience required.
Strong negotiation, project management, and vendor management skills.
Excellent written and verbal communication skills.
Strong budget and financial management skills.
Ability to manage complex meeting logistics and multiple projects simultaneously.
Ability to travel frequently and work evenings or weekends when supporting meetings and conferences.

Nice To Haves

Certified Meeting Professional (CMP) designation preferred but not required.

Responsibilities

Manage planning and execution for ACS and association client meetings including, but not limited to, venue sourcing, vendor oversight, budgeting, and onsite management.
Negotiate with venues and service providers such as hotels, Convention Centers, Audio Visual providers and other meeting vendors to optimize value while minimizing organizational risk.
Collaborate with ACS staff liaisons, volunteer leadership, and program committees to develop meeting strategies, logistics plans, and program enhancements.
Provide strategic guidance to clients and volunteer leadership regarding meeting planning best practices and operational improvements.
Develop, manage, and monitor high value meeting budgets including expense forecasting, contract liability evaluation, and financial reporting.
Provide onsite management for any assigned meetings.
Research emerging meeting technologies, industry trends, and operational improvements to enhance meeting effectiveness.
Ability to learn new meeting software used for operational events at ACS including but not limited to E Show, and Aptify.
Maintain working knowledge of hotel industry, conference centers and city meeting destinations and relations with respective partners that represent those areas.
Manage site selection and creation of RFP (request for proposal) for hotel and vendor contracts including contract negotiations for all terms and conditions.
Working knowledge of ACS conference center meeting space and oversee assigned meetings as needed (evenings and weekends may apply).
Lead post-meeting evaluations and analysis to improve future meeting performance and attendee satisfaction.
Participate in special projects supporting ACS and association client meeting initiatives.