Manager, Meetings

Alexandria, VA
Nov 16, 2021
Nov 30, 2021
Full Time
AASLD, an association for scientists and healthcare providers in the field of liver disease located in Old Town Alexandria is looking for a highly motivated and detail-oriented individual with exceptional interpersonal skills and strong organizational skills in virtual, hybrid, and in-person events. As the Manager, Meetings, you will manage and implement logistical aspects of the association's conferences, governing board meetings, the signature event, The Liver Meeting(R), and administer housing management. This position supports the engagement of members and other hepatology providers through rigorous scientific meetings and other offerings. Working with the Director, Meetings, the Manager will be responsible for site selection and contract negotiation and development and implementation of logistical elements for various meetings. Key Responsibilities: Stand-alone Conferences Works closely with Education Department to determine meeting objective, timeline, and budget Manages hotel and vendor selection Manages logistics for in-person and hybrid small conferences related to budget line items associated with the meetings Provides internal stakeholders appropriate travel information and housing for the website Coordinate's meeting logistics for in-person and hybrid small conferences including menus, audio/visual orders, and room sets (estimated size 100-250 attendees) Prepares necessary collateral and logistics/shipping Manages housing blocks/pick-up and cut-off dates Travels to meetings to provide onsite logistics and registration management Prepares housing reports to be included in meeting history files Reviews, reconciles, and submit final billing for approval The Liver Meeting(R) (Annual Meeting) Housing Negotiate and summarize housing contracts and room rates, present to the Director, Meetings & Sponsorship for approval Serve as primary contact housing service providers including RFP/evaluation, contract negotiation, and management of work by vendors Develop conference room block and specialty subblocks for the meeting Work with housing partner to assign hotel rooms for VIP, staff, vendors, large groups, special guests, and invited speaker housing Manage comp room assignments and hotel concessions to maximize AASLD's benefits Oversee preferred housing list, amenities, and transportation arrangements for VIPs Creates marketing plan and works with AASLD legal counsel to deter housing poachers/pirates Maintain historical records of room blocks along with documentation on upgrades and benefits for board members, VIPs, Speakers, and partners Negotiate any attrition or cancellation fees and prepare documentation for legal counsel if applicable The Liver Meeting(R) (Annual Meeting) Headquarter Hotel Oversee hotel meeting room space assignments Manage AASLD meetings/special event requirements and specs with staff liaisons Manage specification, temporary staff, and resources for Early Morning Workshops, Meet the Professor seminars, and any additional education assigned at the Headquarter Hotel Manage meeting logistics to include event resumes/specs, food & beverage, audiovisual set up, internet, electric meeting space, as well as all special needs (meals, scooters, interpreters, etc.) Coordinate AASLD Foundation events at The Liver Meeting (R) including logistical needs for onsite presence, VIP Donor Lounge and industry meetings Develop hotel resume and event specification for review and execution by facility and vendors Implement timelines/deadlines for annual meeting logistics Prepare materials for and lead the month-out and onsite daily meetings with the HQ hotel Serve as primary on-site contact for AASLD events at the HQ hotel Review, reconcile and submit final bill(s) for approval Manage recognition receptions (outside of the member's reception) in coordination with other AASLD stakeholders Manage all VIP transportation and amenities Travel for The Liver Meeting (R) and month-out planning meetings as appropriate Prepare all signage needed for Headquarter Hotel Manage logistics related budget line items associated with the HQ hotel Develop and implement appropriate logistical timelines/deadlines Governing Board Work with Director, Meetings and VP, Meetings and Sponsorship on site selection Conduct meeting facility research, create RFPs, review proposals, and negotiate hotel and vendor contract Manage meeting logistics to include event resumes/specs, food & beverage, audiovisual set up, meeting space, transportation, and off-site dinners, as well as all special needs (meals, scooters, interpreters, etc.) Monitor policies and procedures for meeting participants and staff with Travel Agency Manage housing blocks/pick-up and cut-off dates Manage the budget associated with the meeting for logistical needs Prepare a logistical fact sheet and online housing form for attendees Review, reconcile and submit final bill(s) for approval Responsible for post-meeting reporting and follow-up Develop and implement appropriate logistical timelines/deadlines Organize all group activities Coordinate with People and Strategy Department for governing board meeting to ensure seamless correspondence with Board members General: Participates in planning/committee meetings and conference calls as needed Travels to The Liver Meeting(R), smaller conferences, and month-out planning meetings to coordinate onsite logistics, registration, and other responsibilities as appropriate or required Other duties as assigned. PandoLogic. Keywords: Meeting and Convention Manager, Location: Alexandria, VA - 22314