Reporting directly to the Vice President of Membership and Meetings, the incumbent has responsibility for directing the development and implementation of all meeting logistics for the two AMCP national annual meetings, as well as all other conferences, seminars, workshops, and symposia through personal leadership and by managing a network of contractor resources. A creative thinker, the Director of Meetings and Conventions recommends improvements and innovations to support strategic plan and initiatives. Responsibilities for the Annual Meeting and Nexus Conference include assistance in coordinating the sale of non-registration revenue sources, such as sponsorships, exhibits, product theaters.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Researches, inspects, and recommends hotel, city, and convention center properties for AMCP national meetings, leadership meetings, and other meetings. Maintains 3 year lead for booking national meeting sites.
Manages the implementation of all meeting logistics for national annual meetings and, as appropriate during those events, Board meetings, leadership meetings, committee meetings and other events, including, but not limited to, meeting set-up, room assignments, menu selections, audio-visual requirements, and facilities liaison; serves as internal contact for hotel, convention center, etc.; and manages all onsite logistical activities for both national meetings.
In collaboration with Member Services, manages housing process for national annual meetings, as well as registration for VIPs and other special guests.
In collaboration with Education program staff, develops meeting activities schedule and makes logistical arrangements to support quality educational experiences and outcomes.
Develops meeting program budget, monitors expenses and forecasting, oversee vendor contracts and manage invoice reconciliation to ensure fiscal accuracy and responsibility.
Collaborates with Marketing department and other appropriate parties on promotional materials related to tactics and strategies for AMCP national meetings.
Chairs weekly preparation meetings for two national conferences. Reports on registration and non-registration sales.
Develops and prepares national meeting reports, timelines, and presentations to assess the impact of meeting logistics on the attendee experience.
Collaborates with IT and Marketing staff to oversee development, launch and update of meeting websites and mobile apps.
Oversees the planning, management, and development of exhibit programs, sponsorship and product theaters for national meetings.
Advises AMCP management regarding best practices and meeting innovations.
Ensure compliance with insurance, legal, health and safety obligations.
Produces and submits function sheets to hotel/convention center incorporating meeting specifications set-up, and food and beverage for AMCP national meetings, Leadership Meetings, and specialty meetings.
Manages all supplier-related relationships and activity for national meetings and leadership meetings including, but not limited to, registration and housing bureau, audio visual and production company, decorating and drayage company, transportation, entertainment, catering, floral, photography, and any other supplier service related to production of AMCP meetings.
Oversees the production of master rooming lists submission to hotel and subsequent review of pick-up report from hotel for AMCP national meetings, Leadership Meetings, and other meetings.
This position will manage a second meeting planner resource. He/she will participate in scoping the responsibilities of that position and hiring.
SKILLS AND ABILITIES:
Provides sound analysis and judgment to make recommendations and decisions on a timely basis. Demonstrates the ability to identify problems, synthesize, evaluate pros/cons and cost-benefit, and make appropriate decisions and/or recommendations for level of job. Takes appropriate actions to correct ineffective decisions.
Has the ability to develop and maintain effective relationships with members, staff and vendors in order to encourage and support communication and teamwork. Demonstrates the ability to build and maintain ongoing, collaborative, working relationships with coworkers and members to achieve the goals of the organization.
Possesses the ability to plan and organize the work of a group, department or project and to establish effective priorities. Uses time effectively. Demonstrates ability to “think outside the box” for solutions or ways to accomplish the job in a more effective way. Demonstrates effective execution of plans for meetings.
Ensures the effective and efficient use of association resources. Develops and effectively manages departmental /project budgets.
Works cooperatively with others to achieve common goals. Ability to effectively work and complete assignments in group settings by listening and responding appropriately to other team members, offering support, conferring with team members about their concerns, expressing disagreement constructively and works towards solutions that all team members can support.
EDUCATION AND EXPERIENCE:
Bachelor’s degree; and seven or more years in meetings planning; three or more years in a supervisory setting; or equivalent combination of education and work experience.
Highly knowledgeable in facility contract negotiation
Experienced in contracting with and managing vendors
Highly organized and able to plan effectively well in advance of deadlines
CMP or CMP-HC highly desired
Moderate noise levels, which are typical in an office environment with computers, printers, faxes, etc.; sitting about 80% of the time. Minimal moving and transporting boxes.
Moderate overnight travel, up to 15% by land and/or air.
AMCP provides equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, veteran status, or any other characteristic protected by federal, state or local law. AMCP will provide reasonable accommodations for qualified individuals with disabilities
The Academy of Managed Care Pharmacy (AMCP) is a national professional association of pharmacists, health care practitioners and others who develop and provide clinical, educational and business management services on behalf of more than 200 million Americans covered by a managed pharmacy benefit. AMCP members are committed to a simple goal: providing the best available pharmaceutical care for all patients.