The Meetings Manager is responsible for managing various aspects of logistics for conferences, meetings, educational programs, and webinars produced by AAAE, managing and planning approximately 14-18 meetings per year, including managing specific areas of the association’s annual conference and managing operations of AAAE in-house conference center.
Primary duties and responsibilities:
Develop RFPs, create proposal comparisons and negotiate contracts for various services/venues to include hotel, audiovisual, transportation, venues, catering, etc.
Create individual meeting budgets and keep track of revenue and expenses to meet budget requirements.
Prepare meeting requirements and orders for F&B, room setup, AV, virtual needs, housing, exhibits, internet, signs, security, badges, transportation, offsite venues, etc.
Communicate with speakers, attendees, exhibitors, and sponsors.
Plan and execute virtual meetings to include producing, executing speaker dry runs, creating run-of-shows and setting up the meeting environment in the virtual platform.
Update and maintain meeting websites, including setting up online registration.
Monitor registration and housing pick up and make adjustments to alleviate potential liabilities.
Maintain weekly hotel and registration reports for all meetings and distribute report to staff.
Run in-house conference center operations to include maintaining and ordering supplies, setting up/tearing-down and liaising with in-house customers to order catering.
Assist in exhibition/tradeshow management and sponsorship deliverables.
Collaborate with marketing and content leaders on strategy and promotion for events.
Provide timely and accurate meeting status reports, post event and final reports.
Recommend improvements and innovations to event capabilities and processes to enhance attendee experience and improve efficiency.
Review and reconcile various vendor invoices for accuracy and payment.
Collaborate with cross-functional teams to create a cohesive event experience.
Keep up to date on industry and technology trends.
Provide on-site staff support as needed at meetings.
Perform other duties as required.
Education, prior work experience, and specialized skills and knowledge:
Bachelor’s degree, CMP preferred.
5-7 years of experience in planning meetings.
At ease with learning new technology quickly.
Self-motivated, able to take initiative, and work independently with minimal direction.
Takes personal responsibility and accountability for their work - maintains high standards despite pressing deadlines.
Creative, innovative, resourceful, with a get-it-done mentality.
Exceptional project manager with experience gaining team consensus and driving deliverables.
Ability to handle competing priorities seamlessly and efficiently prioritize tasks.
Detail oriented, highly organized, team player who thrives in a fast-paced environment.
Excellent time-management skills, manage multiple tasks and projects, track details, and ensure timely and accurate results.
Excellent verbal and written communication skills.
Impeccable attention to detail, excellent proofreading skills.
Strong financial management and negotiation skills.
Proficient in Microsoft Office Suite; experience in iMIS, Steam Yard and Vimeo a plus.
Able and willing to work flexible hours as needed; work hours may require some evenings, early mornings and/or weekends.
The American Association of Airport Executives (AAAE) has a unique DNA in the association business with a low dues model that requires innovation, industry-leading products and services and world class member service. We attract top talent by being a mission driven organization that can truly affect change in our world by empowering airport executives. How? With a rich heritage of training, professional development, and the creation of programs and products that serve the needs of airports with their mission of advancing safety, security, environmental stewardship, diversity, and beyond. In this way our employees are allowed to do challenging, interesting, and rewarding work and become invested owners. But what also makes AAAE unique and a truly great place to work is the culture.
AAAE makes no secret that it values and is genuinely devoted to its employees and members. AAAE demonstrates this to its employees in the rich and at times, unheard of, benefits it offers employees, in the collaborative open team environment where ideas from all levels of the organization are encouraged and supported from the CEO down, in the recruiting process where no candidate is offered employmen...t without first being interviewed and approved by a team of AAAE employees, in the recognition and praise it gives employees for their good work with numerous awards and performance based bonuses, in the growth and ownership opportunities it gives employees, and in the personal connections it makes with its employees on a day to day basis. However, even with all of this, AAAE would not be as great a place to work, if it were not for the dedicated members that the employees have the good fortune to interact with on a regular basis and serve. Our employees value and appreciate our members and our members value and appreciate our employees. The desire to help them drives us all to constantly improve and innovate. To do more, so we can give more back to our members.
In addition, AAAE is an Equal Opportunity / Affirmative Action Employer that is committed to creating a work environment in which all team members engage and perform at the highest levels and see the value of different perspectives and backgrounds. We strive to attract, invest in, and develop the talents of people of diverse backgrounds who reflect the society and community in which we live and do business because we not only believe it is right to do but also believe that doing so will enhance our business relationships, generate greater innovation, increase productivity, and more.