ASAE helps associations, and the professionals who lead, manage, and work in them, transform society through the power of collaboration. We are looking for someone to join our team as the Manager, Meeting Operations & Engagement. Candidates must be able to work in a diverse, inclusive, and collaborative environment where colleagues are engaged, respect and support each other, hold themselves accountable, and celebrate their work.
This position reports to Director, Meeting Operations and Engagement to manage the scope of work and strategic direction for various events, programs, and conferences for ASAE. You are a meetings industry professional with strong project management and logistical skills and experience working with C-suite and VIP audiences.
Responsible for planning and executing logistics and related meeting operations functions for ASAE’s signature programs, conferences, education programs and special events. Work with other ASAE staff teams and departments to coordinate meeting and event logistics as appropriate. When assigned (in person or online), manage logistics, content and all functions related to the programs and events.
Assigned Signature Programs and Conferences for ASAE (subject to change): CAE Kickoff, CEO Symposium (In-Person and Virtual) and other CEO content, Exceptional Boards (In-Person and Virtual), Summit Awards Dinner and other ASAE special events, support other conferences as assigned.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Meeting Operations & Engagement:
Work collaboratively with the Director, Meeting Operations and Engagement in the creation and implementation of programs and events.
Coordinate logistics for assigned online and in-person signature programs and conferences.
Build and cultivate vendor relationships to help mitigate costs and strengthen net revenue for ASAE, and the ASAE Research Foundation.
Negotiate the best scenario with regards to room, rates, F&B and AV costs for meetings and events as assigned.
Assist with the creation of RFP’s, hotel block management, contract negotiations, site inspection, overseeing logistics, coordination of sponsor requirements, on-site and/or online execution, post-event wrap up and other duties as assigned.
Establish and maintain budget tracking reports. Coordinate with learning and marketing team members to ensure program budgets align.
Assist with creation and management of event master timelines and master calendar of events.
Work with staff team members, vendors and supervisor to research and implement new formats for conferences to enhance and deliver successful member experiences.
Strong logistics, project and vendor management required, contract negotiations, and technical and organizational skills are essential.
Ability to utilize mobile technology to implement on-site logistics management and to train others on the meetings logistics team.
Learn and manage meeting specifications in meeting management database as well as general contractor systems to manage meeting graphic submissions and approvals.
Advanced computer skills are essential including proficiency in MS word, Excel, Outlook, Power Point, association database management software. Flexible to learn new programs.
Knowledge of ASAE’s software is beneficial in Aptify, ASAE’s membership database, eshow (ASAE’s registration, expo floor and speaker management), Solver (budget management), and experience mapping systems.
Project budget management
Serve as project manager for an overall event.
Ability to approach challenges in a solutions-oriented manner.
Works well under pressure and maintains professional relationships with colleagues.
Desire and passion to learn and understand how the association, hospitality and travel industries operate.
Supervisory Responsibility This position has no supervisory responsibilities.
Work Environment This job operates in a professional office environment.
Physical Demands This position must be able to lift up to 25 lbs.
Position Type and Expected Hours of Work This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5 p.m.
Travel Annual Meeting & Exposition, corresponding site visits, and other programs/conferences as assigned. Onsite management may be required on evenings and weekends for specific meetings and/or events.
Track project costs through the year to ensure adherence to specific budgets.
Budget and management on various programs and events assigned, managing and conducting monthly reviews and reprojections.
Reconcile invoices, ensure accuracy of budget actuals.
Effective listening, communication (verbal and written), customer service skills a must.
Strong project management skills, strategic thinker with the ability to oversee multiple simultaneous projects and to meet deadlines in a fast-paced environment.
Solid organizational skills and analytical ability with special attention to detail, follow-up and accuracy.
Ability to work on a team or independently.
Able to track and report on progress on a weekly basis.
Ability to work productively and collaboratively with a wide range of personalities including displaying good judgment when making time sensitive decisions.
Establish and adhere to deadlines and be flexible as project work can frequently change.
Be a strong communicator and be able to give and follow instructions with minimal guidance.
Display good judgment when making difficult decisions.
Knowledge and experience with educational program design and development a plus.
Education and Experience
Bachelor’s Degree in events (or similar) with 3-5 year’s work experience preferred or Bachelor’s Degree with 5-7 years meetings and event work experience. Any equivalent combination of education, training and/or experience that fulfills the requirements of the position will be considered.
Our organizational members are trade associations and individual membership societies that represent almost every sector of the economy and countless professions. Our 42,000 individual members—association professionals and industry partners—lead, manage, and work in or partner with organizations in more than a dozen association management disciplines, from executive management to finance to technology. Together, they represent 7,300 organizations and create a vibrant community that makes the world smarter, safer, and better every day.
With support of the ASAE Foundation, a separate nonprofit entity, ASAE is the premier source of learning, knowledge, and future-oriented research for the association and nonprofit profession and provides resources, education, ideas, and advocacy to enhance the power and performance of the association and nonprofit community.
ASAE Business Services, Inc. (ABSI), ASAE’s wholly-owned subsidiary, provides business solutions to the association community that help associations grow and prosper, save time and money, and simplify the business of running an association.