Meetings Manager

Parthenon Management Group

POSITION DESCRIPTION

Position: Meetings Manager

Reports to: Senior Meetings Leader

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We are Solutionaries. 

Parthenon Management Group is an association management company offering management services to professional and trade associations. We offer strategic guidance and bring creative solutions with a vision for the future. 

The Meetings Manager is responsible for all logistics for PMG client meetings. The Meetings Manager works with the assigned Meetings Content Manager and Association Manager of the organization to ensure all logistic details are complete for the meeting. 

PRIMARY DUTIES AND RESPONSIBILITIES, include the following but are not limited to:

Meeting Logistics - Handle all aspects of event management, including but not limited to:

• Communicating with venue to ensure detailed planning and arrangements are complete. 
• Preparing function sheets and event spec guidelines based on the program schedule.
• Managing the contracting process from RFP creation and sourcing negotiations, execution, and reconciliation for all meeting related contracts with venues and vendors.
• Managing hotel and travel accommodations for board members, committee members, and presenters.
• Coordinating and scheduling with AV, decorator, internet provider, and other ancillary meeting services.
• Developing and maintaining the conference registration site for meeting attendees.
• Managing the housing room to block inventory for internal and external utilization. Upkeep of registration pace and hotel pick up reports for accurate monitoring of meeting YOY forecasts and budgets. 
• Developing the meeting evaluation for meeting attendees.
• Coordinating and managing committee and affiliate meetings. 
• Working with the Meetings Content Manager to organize sessions and schedule for the meeting. 
• Secure event insurance and event cancellation insurance if desired by client. 

Corporate Support and Exhibit

• Developing and presenting corporate support and/or exhibit prospectus for approval. 
• Providing oversight, direction, and management where applicable for exhibitors attending the conference.
• Managing exhibitors and sponsors onsite. 

Marketing

• Creating and managing the meeting website.
• Working with the Marketing Team to design the conference banner and other promotional material.
• Printing material for other meetings is important.
• Developing and upkeeping email and social media marketing timelines for the meeting and all its deadlines. 

Budgeting

• Creating, presenting, and updating the meetings budget to the board for approval.
• Reconciling the meeting financials at the conclusion of the meeting.

Accreditations

• Securing accreditation agreement with preferred accreditor.
• Ensuring presenters’ disclosures are approved by accreditor.
• Creating post meeting evaluations based on society’s preferred methods of accreditation.
• Processing accreditation certificates to meeting attendees. 

Onsite Execution of the Meeting:

• Serving as the primary contact for the meeting and main hotel and vendor liaison. 
• Ensuring all hotel logistics are being implemented based on planning needs utilizing fully fleshed out staffing grid in concert with venue and vendors.
• Full onsite orchestration of event management and leadership from the PMG side including assigning tasks to on-site staff and leading the client staff team onsite. 

WORK ENVIRONMENT

Position is in an office setting for the majority of the role that involves everyday risks or discomforts requiring normal safety precautions. When onsite for meetings and client functions, the individual must be able to do moderately demanding physical activity such as handling and opening boxes weighing 35-40 pounds, standing, and walking extensively throughout the day.

BENEFITS

People come first at PMG. That goes for both our clients and our team members. We are known for our exceptional customer service and work ethics. Our clients are like family to us! But our real families are also a priority. From flexible work schedules, including work-from-home plans, paid volunteer days, profit sharing, and more, PMG takes great care of its team members.

• We offer:
• Medical, Vision, and Dental insurance
• Disability insurance
• 401(k)
• 2 Personal Days, 8 Paid Holidays, PTO Days
• 6 weeks parental leave
• Employee Development
• PMG offers one paid Give Back Day to employees where team members can volunteer at their favorite cause on PMG's dime. 
• We are passionate about creating a workplace that promotes and values diversity. We serve associations that are global, multicultural, and diverse, and we want to reflect that inside our walls. More importantly, creating an environment where everyone, from any background, can do their best work is just the right thing to do.

EDUCATION AND/OR EXPERIENCE

• Bachelor’s degree with a minimum of 2 years of experience in event and meeting management or non-profit societies, or 5+ years of experience in event and meeting management required 
• CMP or equivalent certification preferred. 
• Knowledge of current trends and best practices in event and meeting planning.
• Exceptional communication skills.
• Proactive approach to managing potential issues. 
• Strong organizational skills. 
• Prioritize multiple tasks from various project managers and clearly communicate your timeline for completion.
• Proficient in MS Office.