Meetings Manager

The Meetings Manager plays a key role in executing the full management of a wide array of in-person and virtual association meetings and events including annual conferences, regional events, board meetings and other events.

The Meetings Manager must be a skilled project manager who is self-motivated and demonstrates the ability to collaborate with other employees in fast-paced, flexible environment. Attention to detail and excellent time management skills are essential in this position. An active, positive response to a variety of challenges and time pressures is also required. The duties of this job require a high degree of specialized expertise and skill in maintaining established standards of quality and accuracy. Drive, determination and a self-disciplined approach to achieving results that meet these established criteria are necessary for successful job performance.

Primary Responsibilities of the Position

Depending on the groups managed, responsibilities may include the following:

• Responsible for overseeing all aspects of planning and execution of all in-person and virtual meetings and conferences for multiple partner associations

• Manage existing and new contracts with venues and third parties including but not limited to general services, audio visual, transportation, and security

• Create and manage appropriate meeting timelines, ensuring timely completion, and communicating status updates and clear expectations for conference execution

• Manage and strengthen vendor relationships to ensure clarity of and acceptance of the organization’s goals and expectations

• Oversee service contracts and deliverables for all aspects of conference services including, but not limited to, general services, audio visual, transportation, etc.

• Manage exposition hall and exhibitor deliverables (general services, audio visual requirements, budgeting, customer services)

• Plan and manage all conference food and beverage functions and offsite social events, including menus, guarantees, budgeting and payments

• Manage housing blocks, monitor room block pickup and pattern to ensure no attrition paid, reserve hotel rooms and arrange payment details for Board members, Speakers, VIPs and staff

• Collaborate with Communications staff to support conference promotions, before, during and after the conference

• Create and manage conference budget and income collection to ensure fiscally responsible funds management, working within budget guidelines in order to track, measure and report expenses

• Oversee conference schedule

• Manage internal and external staff operations during the planning phase and onsite

• Support the planning and execution of educational programming

Salary/Benefits/Perks

• Competitive salary range, based on comparable small staff nonprofits/associations

• Comprehensive benefits including health insurance plan with significant company contribution, access to dental/vision insurance and retirement program match

• Standard Paid Time Off (PTO) and paid holidays policies

• Hybrid work environment (mix of in-office/remote work for qualified employees)

• Ongoing training, assistance and opportunities for career development

• Company sponsored volunteer opportunities

• Regular staff outings and team-building gatherings

• Corporate culture that exemplifies our core values: Build Trust, Seek Clarity, Stay Curious, Champion Growth and Practice Empathy

Join Our Team: Two Steps to Apply

1. Email a cover letter of interest and current résumé to jobs@sam-firm.com

2. All applicants are required to complete an online Predictive Index assessment prior to be considered. To access the assessment, please paste this link in your browser: https://assessment.predictiveindex.com/dpT/1dff8578-1044-4e33-843c-b00b11b64a84?type=candidateba#page0

Experience & Skills Required and Preferred

• Bachelor’s degree or professional industry related certification is preferred

• Minimum of 3 years of meetings management experience, including the management of multi-day in-person and virtual conferences and events

• Excellent verbal & written communication skills

• Knowledge of Microsoft Office Suite and proficiency with a variety of computer/technology tools; preferably with Mac OS (SAM is a Mac environment)

• Proficient knowledge of website systems and mobile event applications

• Experience working with professional/trade associations/nonprofits is preferred

• A "rolled-up sleeves/get it done" approach to work and role is necessary

• Detail-oriented, with strong, effective organizational, problem solving and time management skills, including the ability to manage multiple tasks and deadlines simultaneously in a fast-paced, deadline-driven environment

• Must be a self-starter, flexible and adaptable, and work both independently and as a strong team player

• Comfortable managing with competing priorities and competing leadership styles

• Must be comfortable in a completely open and flexible office space environment

• Willingness and ability to travel outside of Austin for multi-day events

• Willingness and availability for calls and meetings outside normal business hours, when needed, due to volunteer schedules

About Strategic Association Management

Strategic Association Management (SAM) is an association management company (AMC) providing professional management services for a diverse array of organizations. An AMC provides creative staffing, strategic and administrative solutions for association and non-profit organizations. At SAM, a team of experienced professionals takes care of day-to-day operations—increasing efficiency and enabling scalability—so volunteers are empowered to pursue their organization’s mission. Through long-term partnerships, our clients experience organizational sustainability, growth and, ultimately, transformation.

Connections working at Strategic Association Management