Meetings Manager

ABOUT THE ROLE

Associations International is seeking a dynamic and detail-oriented Meetings Manager to join the International Coaching Federation (ICF) Learning & Development (L&D) team! In this role, you will support the planning and execution of ICF’s in-person, virtual, and hybrid meetings, conferences, and events. Reporting to the Director of Meetings and Events, the Meetings Manager is a key contributor in delivering meaningful, high-impact event experiences across the ICF ecosystem.

The ideal candidate will have a solid background in event management, with proven success in managing logistics, timelines, vendor relationships, and budgets. This position requires a collaborative, solutions-focused mindset, strong organizational skills, and the ability to manage multiple priorities in a fast-paced environment. You’ll work closely with internal stakeholders and external partners to ensure each event runs smoothly and supports ICF’s mission and goals.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

I. IN-PERSON, VIRTUAL, AND HYBRID CONFERENCE PLANNING (80%):

a.) All Conferences:

• Planning: Together with other key staff, participate in the planning and execution of conference meetings, programs, and any associated events
• Action Plan/Timelines: Develop and monitor action plans and timelines for all projects and tasks related to planning and executing programs
• Marketing: Work closely with Marketing and other L&D staff to ensure that all member/attendee communications and production timelines are met
• Schedule: Work with staff, and when appropriate, committees, to develop and implement conference schedules
• Budget/Bill Reconciliation: Oversee individual program budgets; provide regular updates and forecasts to the Director of Meetings and Events; reconcile all post-conference charges and billing
• Evaluations: Work closely with other L&D Staff and Research Manager to provide input into conference evaluation development; distribute final evaluation reports to all relevant parties
• Conference History: Collect and maintain historical records relative to F&B, housing, registration, and conference/education evaluations

b.) In-Person Conferences:

• Logistics: Oversee assignment of meeting space, development of room sets and staging, floor plans and menus; when appropriate, produce, distribute, and maintain logistical staging guide and group resume
• Venue Relationships: Conduct pre-meetings w/venues, vendors, and consultants to ensure all plans are in place
• Food and Beverage: Work with caterers on all aspects of Food and Beverage (menu planning, tablescapes, guarantees, timelines, etc.; work with other staff to plan and select menus for their events/meetings

c.) Virtual and Hybrid Conferences:

• Event Experience: Partner with other L&D staff to facilitate an optimal online conference participant experience

II. BOARD AND COMMITTEE MEETING MANAGEMENT (20%):

• Pre-Meeting Logistics: Liaise with Family Organization and other GE Staff on execution of logistics for their offsite board and committee meetings; this may include site selection, vendor negotiations, hotel blocks, catering, all contracts, and financial reconciliation
• On-site Meeting Execution: Participate in on-site set-up and logistics including sleeping rooms, meeting room set-up, F&B, AV, ground transportation, signage, and other meeting needs. For FO and smaller meetings, prepare appropriate staff leadership to perform these functions.

III. PERFORMS OTHER DUTIES AS ASSIGNED

QUALIFICATIONS AND SKILLS

• Works well within a complex matrixed system
• Extremely detail-oriented
• Strong project management skills
• Minimum 2+ years in all phases of meeting and event management, with specific experience in managing conferences with 1,000+ attendees
• Proven ability to collaborate effectively within large, diverse teams to achieve shared goals, demonstrating strong communication, adaptability, and conflict resolution skills that enhance overall team performance
• Experience planning international events preferred
• Excellent communication skills
• Database software knowledge
• Experienced with MS-Office software (medium-expert)
• Association management experience preferred
• CMP Credential preferred
• DES Credential preferred

WHY JOIN ASSOCIATIONS INTERNATIONAL?

We hire diverse and talented people who drive the success of our partner associations by bringing their talents, passions, and expertise to the team. We pride ourselves on creating a culture of respect and belonging and are proud to be a Best Places to Work in Kentucky award recipient since 2012!

• Flexibility: Remote flexibility
• Competitive Compensation: Based on skills and experience
• Benefits: Full benefit package including medical, and company-paid dental, vision, long-term disability, and life insurance
• Retirement: 401(k) with company match (because we all want to retire one day)
• Time Off: Comprehensive time off to do the things you love including holidays, vacation, sick, and floating holidays
• Culture: Recipient of the Best Places to Work in Kentucky award for 13 years and running

Associations International is committed to creating a diverse environment and is proud to be an equal opportunity employer. AI recruits, employs, trains, compensates, and promotes regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. If you have a disability or special need that requires support in applying, please reach out to our HR team at 859-219-3567.