Manager, Meeting Services

Job Summary

This position is responsible for managing the operations of the ASCP Meeting Services & Department to ensure centralized planning of all meetings for the Society, including Annual Meeting, KnowledgeLab, Education Courses, Board of Certification Housing/Executive Committee, Board of Director Meetings, Leadership Forum, and any other necessary meetings. The Department provides service to our various internal customers and enhances the meeting services for ASCP’s membership and volunteer leadership.

Special Characteristics

The Manager should possess excellent event planning skills, but should also have the leadership and management skills to provide sound fiscal management, multi-departmental organization, and staff directive and motivational oversight. The Manager should have strategic planning abilities to assist the Society in planning its events to meet both the professional objectives of the membership, as well as the operational and fiscal objectives of the organization.

Essential Functions

Responsible for Meeting Services Department budgets and meeting services programming budgets for all ASCP meetings.
Develop and enhance event production processes for all ASCP meetings and related activities.
Develop and maintain event production schedules.
Manage and monitor fiscal and financial operations of assigned/planned events.
Monitor and enhance quality control of ASCP meetings.
Project Manager/event production responsibilities for Annual Meetings, KnowledgeLab, Leadership Forum meeting, Board Meetings, Committee Meetings, Education Courses, and other meetings as required.
Contracts with third parties for meetings and related events, including audio visual, transportation, catering, entertainment, decorating, staffing, and housing vendors.
Manage RFP process for, and negotiate and finalize contracts with, hotels and convention centers for ASCP meetings and related events.
Develop and update ASCP hotel contract template.

Typical Work

Regularly review event production schedules
Regularly monitor staff fulfillment of assigned production tasks
Review budgetary fulfillment of departmental event expense management
Assume production timeline responsibilities for various events as part of the department team and assigned tasks (i.e. participate in Annual Meeting Core Team Meetings)
Communicate and assist with the objectives of Senior Staff and volunteer leadership

Qualifications/Requirements

Educational Background: A Bachelor’s degree in business management or equivalent on-the-job experience is required. Additionally, certification in meeting management (CMP, CMM or CEM), or association management (CAE) is preferable. Significant experience in working with volunteer leadership (boards, committees) is necessary.
Work Experience: 5-7 years experience in management of meetings and conventions, with a focus on departmental or matrix management, is required
Special Training/Skills: experience in event management, including staging, food & beverage, travel/transportation, hotel/facility contract negotiation, and vendor selection/negotiation is necessary. Additionally, knowledge and experience in budget planning and financial management is required. Knowledge and experience in Microsoft Office applications and related database programs is preferred.
Physical Abilities: Due to the nature of on-site event management responsibilities, ability to do minor lifting and material movement is required. Incumbent needs to be able to proactively react and provide appropriate resolutions to meet the needs of meeting attendees. Should be able to consistently move throughout facility before and throughout the duration of meetings to provide assistance to co-workers and meeting attendees.