Senior Meetings Manager

Spargo Inc•Reston, VA

1d•$75,000 - $85,000•Hybrid

About The Position

The Senior Meetings Manager assumes a strategic relationship with assigned clients and manages the full life cycle of planning for assigned meetings. The role supports meetings ranging from 150 to 30,000 attendees and requires someone detail-oriented, proactive, and able to work independently and as part of a team. Extensive organizational, project management, fiscal management, and communication skills are required. This position reports to the Director, Meeting Logistics. The position is hybrid, based in Reston, Virginia, with the current schedule of two days in the office and three days remote. Travel is required for site visits and on-site meeting execution, approximately 15% of the time. Early morning, evening, and weekend hours may be required during site visits and events. Longer hours may be required during high-volume planning periods.

Requirements

Strong proficiency with Microsoft Word, Excel, Outlook, and PowerPoint.
Hold a current CMP certification or be able to sit for the CMP exam within 12 months of hiring.
Excellent interpersonal, organizational, project management, and communication skills, including the ability to work independently, manage competing tasks in a fast-paced environment, monitor and report on deliverables, and remain productive in demanding situations.
Diligent work habits and attention to detail in composing, editing, and proofreading materials, setting priorities, and meeting deadlines.
Superior business writing skills, excellent judgment, and professional discretion with information.
Tact and diplomacy, with the ability to communicate effectively with people at all levels, internally and externally, including clients and vendors.
Strong conflict resolution and problem-solving skills, and the ability to tactfully provide recommendations and advice to clients.
Ability to collaborate, share ideas, and assist other department members as needed.
Minimum 5 years of direct experience planning, negotiating, coordinating, and executing association and corporate meetings for up to 30,000 attendees.
Direct experience planning multiple meetings per year simultaneously.
Strong business acumen, financial management, and negotiation skills.
Ability to develop and maintain relationships with clients and industry contacts.
Ability to travel approximately 15%; early morning, evening, and weekend work may be required during site visits and meeting execution, and longer hours may be required during high-volume periods.

Nice To Haves

BA or BS degree, or equivalent experience.
Experience with databases; Microsoft Access is preferred.
Experience working with associations.
Familiarity with medical meetings.

Responsibilities

Coordinate and execute all phases of planning for assigned meetings, including issuing RFPs, negotiating contracts, preparing and reconciling budgets, managing venues and vendors, coordinating meeting space, maintaining planning documents, reviewing BEOs and event plans, and providing on-site support.
Communicate regularly with clients, facilities, and vendors by email, conference call, and face-to-face meetings.
Create, manage, and adhere to detailed planning timelines.
Prepare detailed and accurate meeting specifications and other documents needed for advanced planning and on-site execution.
Collaborate with SPARGO departments, including registration, housing, and exhibit sales and operations, to execute full-service client meetings.
Travel on behalf of SPARGO for site visits and on-site meeting execution.
Stay current with the meetings industry through industry associations, events, and continuing-education programs.
Maintain historical files for assigned meetings, including final budget recaps, function books, and post-show notes.
Perform other duties as assigned.