International Foundation of Employee Benefit Plans

Compensation

Full Description

Summary: The Meeting Manager position is a highly visible, customer-facing role responsible for the logistical planning, coordination and implementation of assigned meetings, programs, conferences and symposiums for the International Foundation. These meetings have attendee counts of 5 to 6,000, with varying complexity in schedules and programming. The ideal candidate is highly organized, detail-oriented, can multi-task and thrives in a fast-paced, collaborative environment focused on delivering exceptional attendee experiences. This role is the second of three progressively responsible Meeting Management positions in the organization (Associate Meeting Manager, Meeting Manager, and Senior Meeting Manager). Essential Duties and Responsibilities: Include the following, and other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • Define and manage meeting space and room block requirements for educational programs. Evaluate general and specific meeting objectives to ensure space aligns with program needs. Oversee housing blocks and monitor room pickup to minimize or avoid attrition penalties. • Evaluate RFPs and make recommendation on location and facility including accommodations, meeting facilities and support services available to best maximize the effective utilization of the selected facility. • Coordinate and participate in site inspections for select programs. • Contribute to budget preparations, tracking and reconciliation of meeting expenses. • Manage pre-planning meetings with Educational Programs team; coordinate all information for meetings and events and disseminate appropriately. • Develop meeting specifications including timeline, food and beverage menu selections, room set-up, audio visual, technology, VIP requirements, signage, transportation and housing. • Initiate proposals with vendors; negotiate and manage vendors and contracts. • Determine staffing requirements during the program. This includes vendor selection, scheduling, contracting, training, overseeing and invoicing. • Responsible for the attainment, delivery and set up of all materials (e.g., program materials, registration packets, signage, audio visual equipment, displays). • Coordinate attendee information, confirmation letters, registration and customer service needs prior to and during the conference. • Lead onsite execution of the program, registration, food and beverage functions, audio visual, meeting room set-ups, shipping arrangements and monitoring sessions, risk management and other logistical details.. • Troubleshoot and solve onsite problems seamlessly. • Upon completion of program, provide evaluation and feedback concerning logistical aspects of the function regarding meeting facilities, vendors, staffing providers and other services. This will include recommendations to ensure future success. • Track statistics for attendance, expenses, registration and hotel history. • As incumbent becomes increasingly proficient, may assist supervisor / more senior team members with: • Collaborating with third-party booking agent regarding the site selection process for meetings, conferences and programs. • Monitoring and advising third party booking agent on acceptable contract terms with hotels and convention centers. Keep track and maintain contracts for hotels and convention centers to ensure execution of all contract terms. • Helping to create and maintain the master meeting schedule. Supervisory Responsibilities: No formal supervisory responsibilities; however, incumbent may be required to train/mentor more junior staff members. Additionally, while onsite at a program, the Meeting Manager is responsible for the supervision of all logistics personnel activities, which may include hotel and temporary/contract personnel.