AACC, a DC-based dynamic, growing international scientific/medical society of clinical laboratory professionals, physicians, and research scientists focused on clinical chemistry and related disciplines, is seeking a Manager, Meetings.
The Manager, Meetings is responsible for the planning and execution of logistics in support of AACC meetings and other events and activities for meeting rooms, food and beverage, audio-visual, conference signage and signage to support sponsors, events and transportation. In addition, the Manager, Meetings provides support to develop the annual budget projections and manages the financial reconciliation process for all invoices for conferences.
The Manager, Meetings:
Is responsible for the planning, budgeting, detailed tracking and execution of a wide range of logistics for AACC meetings and events, including meeting room set up, food and beverage requirements, and AV support.
Oversees the auxiliary event process for Annual Meeting. Provides support to industry members in setting up their meetings and social events at ASM and other meetings throughout the year (In Conjunction With Events – ICW’s).
Manages production of "Function Book" for annual meeting and ensures accuracy of information.
Manages eShow, AACC’s event management solutions software. This include setting up templates, reviewing content for accuracy, and creating reports.
Manages the sign process for Annual Meeting. Including confirming sign orders for all AACC staff events, maintain sign inventory and new sign orders.
Oversees speaker arrangements and works with volunteers and appropriate staff to ensure timely determination of topics and speakers.
Works with AACC staff to identify meeting space, AV support and food and beverage requests for Annual Meeting events at the convention center and submits to the facility. Develops and uses a tracking system for orders, changes and confirmations. Provides staff with confirmed order information well in advance of meetings so changes can be made as needed.
Provides support to the Director of Meetings on the development and implementation of technology to enhance meetings management performance, track the many details of planning a meeting, on site responsibilities and production of reports.
Works with Director of Meetings to identify transportation requirements for each meeting. Places orders with vendors and contractors, makes changes as needed, tracks and follows up on site.
Reviews and follows up on any discrepancies on all invoices received. Reconciles discrepancies or alerts Director of Meetings when there are unresolved discrepancies. Works closely with Accounting staff to ensure invoices are paid promptly.
Bachelor’s degree in relevant field.
Five years or more experience in the meeting planning industry managing logistics of medium size conferences and national conventions, various size meetings and related events, including planning, on site execution of logistics, financial tracking and reporting and evaluation.
Demonstrated experience representing an organization with vendors, contractors, sponsors and hotel and convention meeting staff to establish successful working relationships, manage the organization’s meetings requirements successfully and solve problems as they arise.
Demonstrated experience planning meetings within a budget, tracking expenses, adjusting for changes, reconciling invoices, and preparing final budget reports.
Demonstrated experience developing and implementing tracking systems for meetings management and operational logistics.
Work experience in an association or other service-oriented environment with customer service responsibilities preferred.
Strong communication skills including professional writing and editing and verbal skills for a variety of internal and external audiences.
Ability to maintain a calm, professional demeanor under stress.
Please forward resume and cover letter including salary requirements to firstname.lastname@example.org. AACC is an equal opportunity employer.
About American Association for Clinical Chemistry
The American Association for Clinical Chemistry (AACC) is a global scientific and medical professional organization dedicated to clinical laboratory science and its application to healthcare. Our leadership in education, advocacy and collaboration helps lab professionals adapt to change and do what they do best: provide vital insight and guidance so patients get the care they need.